Wht do you need in a venue?
Find out exactly what you need in a venue for your event. To do this you should do a detailed review of all aspects of the proposed event and develop accurate, complete specifications for venues. These should normally cover most of the following:
- Overall theme or image, atmosphere
- Capacity for estimated numbers
- Budget
- Will it suit the kind of people who will be attending?
- The needs of all stakeholders, including those with disabilities and the organizing committee
- Access and location (including transport and parking)
- Availability
- Access and timing for set-up and break down
- Facilities and services, e.g.
- Catering: kitchen and dining area
- Any special equipment you'll need
- Accommodation
- Staging
- Telephone and internet access
- Financial facilities (e.g. Eftpos, foreign currency exchange)
When you do an onsite visit later, other things you should check are:
- The timeframe for booking. Will you need to make a tentative booking? How far in advance? Will you have to act promptly to secure a booking?
- Terms of the contract (e.g. penality fees, payment in advance, liability)
- Is the location in an accessible part of the city and easy to find?
- What is the maximum number of participants that can be comfortable and safe at the venue?
- What is the legal capacity of the venue? Local governments usually issue a certificate for public buildings, and you should probably put a copy in your files.
- In an auditorium or arena, count or estimate the number and positions of viewing sites, exits, and aisles.
- How will people move round the venue? What bottlenecks can you foresee?
- Count or estimate the number and positions of viewing sites, exits, and aisles,
- Will parking be adequate?
- How good is access, including disabled access and viewing?
- Maintenance inside and out, including the condition of the gardens.
- Size, type, and atmosphere of rooms. Are you allowed to move any furniture?
- Does the venue meet legal requirements? Would you have to do anything extra to meet requirements?
- What hazards can you see?
- Electricity. If you will need a lot of electricity, you should check the supply and any special requirements (e.g. temporary cabling).
- Toilets for guests, staff, disabled, children.
- Will sewerage be adequate? (sewer points, pumpouts).
- Signage (outside and inside)
- Emergency preparation: Written emergency evacuation plans, fire equipment
- Security
- Cleaning
- Rubbish disposal: Rubbish bins for the public, bulk garbage disposal
- Neighbors (e.g. Will your late-night noise bother them? Will their late-night noise bother you?)
- What could go wrong with each venue? Assess how much contingency planning you will need to do, and what kind of contengency options you have.
- Can the venue deliver quality outcomes? Consider their customer service, and your past experince.
- Do you should feel comfortable with the manager, that he/she will make an effort to provide good service and is willing to resolve any problems that arise later on? Is the manager easy to work with?
Research potential venues
The most likely sources of good information with minimum effort are your industry contacts. Other possible information sources are:
- tourism organizations, which can be private or government (local, regional or State)
- Convention and Visitor Bureau
- venue publications and directories
- destination brochures
- trade journals
- Internet
- calling for tenders
- visiting venues and inspecting them.
Other venues, some of which you may not have thought of as such, include:
- stadiums, arenas, sports grounds, and grandstands
- gymnasiums and swimming pools
- university colleges
- hotels and restaurants
- halls and theatres
- churches
- outdoor open spaces: parks, streets, and public purpose spaces such as riversides, lakes, and bushland.
Accommodation providers could include:
- star-rated hotels
- retreat centres
- executive apartments
- motels
- caravan/camping grounds
Choose and book a venue
You should not hire a venue without visiting it yourself. Don't just believe what someone says. Check it carefully against your requirements (listed above). Check with staff from potentially suitable venues that they can meet all event requirements. You also might need to negotiate solutions to potential problems. If it's a quite complex event, you might need several visits, perhaps taking along specialized staff.
Brief your colleagues and key stakeholders on venue options, giving your recommendation and explaining your rationale. Get a decision on the choice of a venue and authorisation to sign the contract and/or pay a holding deposit.
Then book the venue, get confirmed arrangements in writing, and sign the venue contract. You might also need to integrate any specific venue issues into your overall event management plans.