If the room is an unusual shape or the ceiling height is low you may need to factor in additional relay screens or additional speaker towers to compensate. Now ask these same questions of the venue. Be super-careful with those insidious “resort fees” charged extensively in large event cities. I know staging isn’t the first thing that pops into most people’s minds when it comes to technology, but often staging can cause issues on site. Talk to your venue about putting you in contact with those running events immediately before or after the date(s) you want. The venue is one of the largest costs of an event and can make or break your budget. You need to be fair and understand their needs too. A Request for Proposals (RFP) is often issued to get costs and detailed information back from a shortlist of venues you have identified. This is generally done in person, however travel and schedules do not always enable this. On the planner side, intralocation can offer many benefits as well. Most importantly are the package/prices they have put forward easy to understand or is it simply baffling and impossible to quantify? David Shuster, Executive Producer at Summit Productions, sums it up by saying it as it is: “The venue of the future must have a uniqueness to separate it from competition… The event marketplace is crowded, so finding a time when there will be venue availability is important. Whether it’s a backyard, a convention hall, or a conference room, your venue should be well prepared for any possible legal issues that come up for event specific needs. When negotiating on rates, however, we need to be strategic. That’s why event venue businesses require fully knowledgeable staffs that can cater to different needs based on the event. Using an online tool doesn’t prevent you from picking up the phone or setting up a face-to-face meeting, it can, however, help you weed out the options that aren’t suitable much more quickly so that you can focus your time and efforts on the serious contenders and push towards that winning agreement. The Department of Environmental Health issues health permits as long as certain very specific conditions are met. Is there an additional fee for this? Large resorts often use partitioned pricing or drip pricing techniques to conceal the total room rate, only for it to be revealed when it’s too late. If you think we are exaggerating, read on. Some venues have strict rules regarding lifts and how they’re operated in their facility. For instance, a non-profit dedicated to improving childhood literacy could host their event at a sports team’s stadium with players who support the cause. A venue of the future will always be customer focused, right through the sales and negotiation process, the planning process and to the live event itself. You can then put your selected properties to work with more details about the meeting to include concession requests, addendums, etc, The eRFP can be copied to the brand’s Global Sales Manager for that group if you wish to flag the opportunity to them also, Easier to compare the offerings, via a standardized format, Quicker to analyze and request modifications, Stores all sourcing details in one place for future reference, Share real-time data with your client or boss, without spending hours manipulating the information, Easier reporting of the deal and discounts you have secured, A huge chunk of the event budget can be swallowed up on the. The crucial thing here is to have anticipated this upfront and to have included a contingency sum in the initial budget for on-site branding – not just creation but also placing and display. We have compiled a handy venue requirements checklist with the details you should include in an effective venue RFP, whether you are sending this out directly or completing details via an online portal. A small proportion of our respondents use exhibitions to research venues. From the venue receptionist, to the catering and operations staff, take note of their demeanor. Now venue managers are applying the same principles to conferences, corporate meetings, events and exhibitions by charging event organizers for any prime real estate space they use for branding purposes. What will they need from a non-AV perspective (stages, podiums? While the type of event will certainly inform the venue choice, one of the largest limiting factors for event space is its capacity. ), and concentrate on quality. What sections of the event are the most popular? Think about what you wish you could offer and then see if there are any venues that could help you make these items part of your event. Among these regulations, there are premises licenses which are one of the legal requirements that you can obtain from relevant authorities in your area. Managing the budget can truly make or break the event and to manage the budget well you need to be an excellent negotiator. Unlike the registration and event mobile apps that have revolutionized the landscape, there has not been significant mainstream innovation in the field. Click here to download your free Event Planning Venue Checklist to check you have asked the venue all the right questions before signing the contract. They are also well-suited for events as they host them often. Responding via eRFP can often cut down the response preparation time from the venue side and should ensure that they have detailed information from the planner to allow them to quote accurately, so often you can expect a faster response if you are using a good online RFP tool, Allow you to shortlist suitable venues. Strategy is what we want to accomplish, tactics are how we’re going to accomplish it. Operating cash registers. Which booths at the trade show are getting the most traffic? If your event branding and the venue’s branding are not in sync, you are creating a disconnect in the branding that will likely confuse your ideal attendee. Detail rooms available as well as restaurants, bars, and other places within walking distance. Blowing off a required permit can be disastrous - the event could be completely shutdown, heavy fines could be imposed, or both could happen. Event permit. Like all good eventprofs, a venue will also go the extra mile. What are the 3 most important filters or criteria necessary to guarantee the success of our event? the number of rooms you book and the attrition and/or cancellation therefrom. Missing or inaccurate information should ring alarm bells: how can you be sure that the results returned by the online tool truly fit what you are looking for? 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