venue requirements for an event

Many planners in the survey explained that they use an online tool when researching venues only and not for the rest of the negotiation process. When booking your event make sure that the venue will be able to cater to your specific needs. But most of all, how can you tell if you are making the right choice? Changeable lighting came in fourth putting emphasis on the flexibility event professionals require from the space they will use for their event. Venues of the future have amazing online portals, websites with 360-degree virtual tours and lots of video content showcasing what you can do at the venue. Ask the caterer for a tasting – this will enable you to check that they are providing quality food that is tasty and well-presented and that will suit the event you are catering for. The information returned is vital to help with negotiations and to make the decision on the final venue. ), What is going on in town during your event? Best practice to get the most from venue RFPs: Event planners are increasingly turning to online tools to research venues and to request RFPs. The main benefits listed for using eRFPs are: Good eRFP tools can help with the biggest frustrations event planners have when negotiating with venues, particularly slow response times, not receiving enough information, not being transparent enough and not taking into account past bookings. Socially distancing from family, friends, and neighbors -.. Find the solution that's right for you so you can boost sales, grow your business, and start selling in minutes. The holidays aren’t what they used to be. A great venue tells the audience what to expect. 44% said that poor WiFi was one of their main frustrations when dealing with venues. Corporate event planners know how important the venue is to their attendees. Event planners need to be able to spot which are the best proposals received and which should be immediately discounted to create a credible shortlist. What is the overall strategic purpose of this event? Professional venue planners can be hired to improvise on the event venue planning and event venue management to make the attendee’s experience more satisfying and pleasant. consumption?] Security 6. Some allow you to drill down further into WiFi and AV or even extras such as whether there is a golf course nearby or a spa on site. Plenty of people don’t know what a health permit is, but even one-time event organizers will need to secure a health permit if food and/or drinks will be sold to the public. For venues, it means having a full menu of “extras” that can be included in the negotiations. Large iconic structures like stadia and concert locations have generated significant recurring income from print and digital display advertising at the venue and from selling the naming rights to big corporate enterprises. Our surveys show how “free WiFi” is still the item most negotiated on with venues but as event professionals, we need to be fully aware of what our requirements might be in terms of bandwidth and speeds and negotiate around these items instead. Unlike the registration and event mobile apps that have revolutionized the landscape, there has not been significant mainstream innovation in the field. These may include: 1. Have you ever thought “I wish I had checked that with the venue earlier”? An in-house team working permanently in the venue knows best how to achieve optimum quality with sound, light and AV. Following the terrorist attacks in Paris, Brussels and Istanbul in 2016 and Las Vegas in 2017, for example, attendee safety has become a key focus for event professionals. As mentioned previously be careful in big convention cities with “resort fees” that are not shown upfront with the quoted room rate. Talk to the venue and have them share the risk by waiving the deposit schedule. Are they always happy to help? Give a date and time that provide venues enough time to respond. Online RFP is used only by 40% of our sample. A venue of the future will be eager to invite you and your client for a show round and keen to put space on hold for you while you consider, as the venue knows its popularity and that otherwise the date may be snapped up by someone else. No time is lost for the load in and load out in between the two events, slashing labor costs and access charges for early morning and late night setup, and sharing the cost of the logistics, production, AV, staging and labor within one venue. Click here to download your free Venue Request for Proposal (RFP) Checklist. Could these spaces be sold onwards to event sponsors? Their entire focus could be on things like the look and feel of the room, catering and food selection, activities such as spa treatments, bus tours, wine tastings, and water cruises. Is WiFi extra? Event Staff Responsibilities: Unloading equipment from trucks and setting up venues for events, including chairs and building stages. You may be able to build up your offerings and services based on your venue. Which booths at the trade show are getting the most traffic? Kitchen facilities 3. Happy days. They can empower eventprofs to negotiate more effectively, get more responses and save valuable time. The obvious benefits include session tracking with precise accounting of how many people saw what session, and for how long. 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. Average hotel WiFi speeds are going to be different whether you’re in New York, Barcelona, or Dubai. Again, our survey strongly supports this point - response times and overall customer service (core elements in relationship marketing) are ranked 1 and 2 in relation to the frustrations that events planners experience when dealing with venues while relationship with the sales team is second to rate when it comes to the decision making process. Most accommodation suppliers will offer 8%, but depending on supply and demand, this can go to 15%, sometimes even 20%. If you are looking for new venue inspiration or are researching venue options in a completely new city an online tool can be an efficient way of filtering potential venues that match your criteria, without having to trawl through multiple websites trying to track capacity information, number of rooms, location to the train station and so forth. Safety and security requirements for the venue may remain in place for several hours after all spectators have departed which incorporates teardown. Online reviews and ratings of venues from event planners that have used them can be extremely insightful in terms of flagging things to be aware of and areas for potential negotiation. What these answers tell us is that relationships and excellent client management lead to repeat business, only if the negotiated rate is right. Partnering with a venue that supports your event’s mission can also make a big impression on your attendees, bring more exposure to your movement, or create an important partnership with someone who shares your vision. When will you finalize the count/how close to the event can you make changes to headcount? A combination of the two? Employers’ liability is a legal requirement for most companies hiring staff in the UK. As event professionals, we desperately want to be known for our innovation and creativity but a key aspect of our true value lies in our ability to marshal the numbers and march them into a shape that corresponds to the available budget. 170 respondents shared exciting insight into what they see as the future. Always check hotel room prices on their website and other web-based sources before negotiating. Be as specific as you can entering your set criteria to produce better-matched search results. Now you know what to look for when selecting an event venue for your corporate venue with the help of an event venue checklist. Additionally, be sure to check out what the local rules and regulations are regarding handrails, steps, and wheelchair-accessible ramps. Event planners around the world agree that investing time in building an RFP process can yield major benefits that improve the overall quality of events. Here is our step-by-step process to write an effective RFP for hotels and venues. Prevent disaster by doing plenty of research, applying to permits early, and making sure all paperwork has been taken care of before the event occurs. The vast majority of businesses require business licenses to operate lawfully. The other one is if you need temporary space for loading areas, parking, vendors, etc. Talk to your venue about putting you in contact with those running events immediately before or after the date(s) you want. Here are some ways you can use a familiarisation trip to ensure you are making a solid venue choice: Event planners are often looking to find a true event partner, focused like you on delivering an exceptional event experience, rather than just a business transaction. Technology can also show the values of these concessions to help planners better gauge the overall package quoted from venues, Offer a currency conversion and calculate the taxes and charges you should expect from different properties to give a full overview, Set a final response date. “, Lorraine Mariella CSEP, CMP solemnly concludes: “In the future, we will look back and laugh at the fact that venues charged for WiFi.”. (These will need special accommodations like the registration area. For other cities in Southern California and around the U.S, a quick internet search will yield all necessary information. Make sure you check by asking the right questions: How they answer these questions, plus those regarding rigging, could mean a difference in thousands, or tens of thousands on your AV bill. [Open bar vs. Ensure that all health and safety protocol is being covered. While planners will generally do a good job of putting their AV company in touch with the venue to talk about “big picture” power needs, they frequently don't take into account the small power needs of their guests or staff. When selecting an event venue, you want to consider both your needs (in the next section) and your desires (addressed here). This point is captured perfectly in the survey comments by Allison Remmer of Avalara: “The venue of the future will provide a stunning background that is versatile in size, includes built-in AV equipment, and a creative in-house catering team. Often times I'm quoted a guest room rate higher than what I see online on their regular website. Other concessions with real value to negotiate include - for venues: Food and beverage is what divides the sheep from the goats in the world of eventprofs. The scope of an event considers locations such as a site, tenancy or an external venue. Most eventprofs are used to working with meeting space in hotels and know what to expect both in terms of the formal contract and, of course, delivery. Can all your questions be answered easily? Offering “Free WiFI” as a key benefit in your venue may sound like a great thing, but to the truly experienced event planner it’s akin to offering “Free Wine” with the Gala Dinner. Your negotiation strategy, therefore, starts way in advance of any direct contact with the venue itself as you immerse yourself virtually in the venue, gaining an in-depth understanding of its strengths along with its weaknesses. Whatever the limitations, make note of them in advance to save yourself a headache and cost in the end. men drink beer and red wine while women drink white, Northern Europeans drink a lot more than Southern Europeans. For many planners sourcing where to hold their event is still a manual process. Rates can be particularly complex when guest room accommodation is part of the overall meeting or event requirement. Mindful of these concerns savvy eventprofs always look for the middle ground: If the planner elects to use the in-house AV equipment: Think about the skill base of a modern event professional – you’re required to be an expert in computer software, financial planning and budget management, logistics, event planning, design, gastronomy, audio-visual production and now, of course, the ever-expanding horizon of technology! The “wow!” factor is high in these spots and depending on your theme and the venue, you may not need to spend a lot on decorations. or WiFi! The venue is one of the largest costs of an event and can make or break your budget. No one likes to discuss money, but you need to share your budget requirements. Thus your trump card in negotiating with venues of the future will always be the warmth of your smile, the strength of your handshake and the trustworthiness of your word. 3. Fields become outdoor arenas overnight and alleyways turn into pop-up restaurants for a weekend. Does the venue own any lifts or will they have to be brought in? What does success look like for this event – can we paint a picture? Your role as event planner is almost one of matchmaker. It may be that you pay more for your venue rental when working with a future-focused venue but expect more inclusions too, along with top speed internet and interior design and color schemes informed by the latest thinking in neuro-linguistic programming. Venue evokes emotion, entertains, reflects your brand and ethos of your event. 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. The meetings and events element is secondary to this core purpose and this impacts on negotiation tactics. If you would like a copy of this research for publishing you can request it here: State of the Event Industry Research 2018. Eventprofs still using traditional methods could be overlooking some of the advances in technology that can potentially help them to negotiate better outcomes and save them significant time too. Researching and booking venues are event industry processes that until recently have been stuck in the dark ages. As a result, rigging (the hanging of lights and sound gear from the ceiling of a venue) has become a much more common practice. When it comes to venue research and booking, some planners seem to have tried technology once and decided that it can’t help them, which is a dangerous and ill-informed position to take in an industry where technology advances so quickly. … be professional and talented in what you do in order to have success and show your venue, your value. If you must bring them in, does the venue staff have to set them up? If you can double the volume of meetings placed with the venue then you can reasonably expect to qualify for preferred supplier rates or on-going discounts. The next item on our venue technology checklist might be surprising to some: be sure to inspect any staging you might be getting from your venue. The presence of in-house AV technicians is also a popular requirement, once again stressing the service component of the Venue of the Future. In-house AV and production teams are a profit center for the venue so allowing a third party production team means forgoing revenues. The content of their responses is extremely similar, signaling growing frustration with practices of the past. Is the spot easily accessible for everyone? After the event, that data can be used to show the ROI of different portions of the event. Then there’s the myriad of practical considerations such as seating capacity, economic factors like … There are many counties in Southern California, including San Diego and Los Angeles county, where fireworks are 100% illegal, and punishable by fines up to $10,000. When running conferences and events, eventprofs often get involved in booking accommodation too. Now that you have the larger strategy behind event selection laid out, let’s get to the basic details. This means that provision has been made but if you manage to negotiate it for free then a real saving has been made on the budget. There are two types of Temporary Use Permits. The sharing economy has shaken up the venue and accommodation landscape giving access to unique properties, great value deals, home comforts and something truly unique. Have a full command of all figures so that in any face to face negotiation you can quickly calculate the impact of 10% or 12.5% discount if it’s offered. I’ve seen elegant stage designs compromised because no one on the design team was informed a wheelchair ramp needed to be incorporated. Number of Guests The number of guests affect your event seating plan. Have they included extra, relevant information to strengthen their proposal? the number of rooms you book and the attrition and/or cancellation therefrom. Some tools force venues to acknowledge all comments and information before they can put together a quote, Specify the explicit terms you are looking for, e.g. Pull a template from online. If the online RFP is direct to a venue or a hotel chain it may allow you to check real-time availability, immediately ruling out property which can’t meet your demands. Who will be onsite to ensure it is performing optimally? Events are increasingly more about creating wow factors. MICE or Event Infrastructure This includes everything from technical specifications to the professional expertise of the personnel in the destination/venue. They’ll know exactly the value of key dates in terms of their revenues so maybe approach the venue with alternatives that might fit into the downtimes on their calendars and give you greater bargaining power. What are the venue restrictions you need to be aware of? These tools are handy as they are accessible 24 hours a day and enable you to focus on the rooms or specifics that you want to zoom in on. Sometimes you have items on your event agenda that mean more than your branding. Calculate the total venue and F&B expenditure, as well as taxes and charges, Review and report on the savings negotiated with the venue, Show accommodation available within the same venue or split room blocks with properties nearby. Saying that, the overwhelming majority of event professionals go online to research venues. If so perhaps you can work proactively with the venue to identifying off-peak or slow dates in exchange for a super rate? They always shoot for win-win in any negotiation because they know that in events, maybe more than any other industry, what goes around, comes around and the supplier we screw in today’s negotiation will become the buyer who screws us in next year’s one. Venues provide different levels of service and facilities. Others, not so much. Look at the behind the scenes areas, such as the delivery area and backstage, to check that they are well ordered and tidy. The client may have this data but, if not, the venues they used previously will certainly have it. Online RFP tools can also help with some of the biggest frustrations venues have when negotiating with event planners including event planners not giving enough information and not keeping venues informed. From a negotiating point of view this can be important to identify clashes and conflicts, but also to help inform quieter periods, during which time venues may be able to offer greater discounts and incentives. So how should you negotiate food and beverage? Unlike the registration area however travel and schedules do not always enable this items for on the,... Up over 5 years have strict rules regarding lifts and how quickly they empower! Responses against and find the venues that meet your wish list on their website... Attendance numbers registration area of whether it deals with the type of event space, let ’ s attendee. 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