Venue Selection and Site Planning
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Questions and Answers

What might DMOs do to promote a specific geographic area?

  • Operate on behalf of a country, region, or city
  • Promote the benefits of a specific geographic area
  • Provide resources to support events in that destination
  • All of the above (correct)

    • In today's environment, all locations are immune from threats to the security and safety of the public.

    False (B)

    What should you include as part of your risk assessment for an event?

    Safety and security aspects

    What is essential to bear in mind regarding attendees' needs?

    <p>What do attendees need to know?</p> Signup and view all the answers

    More and more companies are considering the views of their ______ when selecting event venues.

    <p>stakeholders</p> Signup and view all the answers

    What should you research if your event requires an atmosphere of calm and tranquility?

    <p>Venues far from traffic and noise (B)</p> Signup and view all the answers

    In the UK, Birmingham is always considered a 'central location' for an event due to its excellent rail and air links.

    <p>False (B)</p> Signup and view all the answers

    What does BVEP represent in the UK?

    <p>Government agencies, trade and professional organizations</p> Signup and view all the answers

    What considerations should you make when selecting a geographical location for your event?

    <p>All of the above (D)</p> Signup and view all the answers

    The Buddy Walk is an event catered towards what cause?

    <p>Disability rights</p> Signup and view all the answers

    Which of the following could be a potential venue for an event?

    <p>All of the above (D)</p> Signup and view all the answers

    A venue search brief is designed specifically for corporate events and cannot be adapted for other types of events.

    <p>False (B)</p> Signup and view all the answers

    What type of information is useful to include in a venue search brief?

    <p>Total budget</p> Signup and view all the answers

    During event catering, what can special dietary requirements include?

    <p>All of the Above (D)</p> Signup and view all the answers

    What is the purpose of site visits?

    <p>To see the venue with fresh eyes and walk through the event (D)</p> Signup and view all the answers

    The venue operations team requires information regarding any event attendees allergies.

    <p>True (A)</p> Signup and view all the answers

    What is an acronym for INGRESS (entry), CIRCULATION (moving around the venue) and EGRESS (leaving the venue)?

    <p>ICE</p> Signup and view all the answers

    What is one factor to consider when planning suitable event layouts?

    <p>All of the above (D)</p> Signup and view all the answers

    If a venue is in the theatre style, how much space should you estimate per person?

    <p>2 square metres</p> Signup and view all the answers

    The best position for food stalls during an event is next to the restrooms.

    <p>False (B)</p> Signup and view all the answers

    Flashcards

    Venue Selection

    The process of choosing a location for an event based on various criteria.

    Destination Factors

    Key elements to consider when selecting a destination for an event such as accessibility and legal requirements.

    Legal Requirements

    Regulations and permits needed to host an event at a venue.

    Site Visits

    Physical exploration of potential venues to evaluate their suitability for an event.

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    Site Layout

    The arrangement of spaces and activities within a venue to enhance guest experience.

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    Site Map

    A visual representation showing the arrangement of event areas and facilities.

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    Theatre Style

    Seating arrangement with rows of chairs facing a stage, ideal for formal events.

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    Cabaret Style

    Seating arrangement featuring round tables; encourages discussion among attendees.

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    Boardroom Style

    A seating arrangement with a large rectangular or U-shaped table, suitable for smaller meetings.

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    Accessibility

    Designing event layouts to accommodate individuals with disabilities.

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    Event Atmosphere

    The overall feeling and ambiance created during an event through layout, lighting, and sound.

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    VIP Space

    A designated area for important guests to ensure they have an optimal experience.

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    Crowd Management

    Strategies to control the flow and density of attendees during an event.

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    Sponsor Relations

    Maintaining positive connections with event sponsors for financial support and collaboration.

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    Media Protocol

    Guidelines for interacting with media to ensure proper coverage of the event.

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    Communication Plan

    A strategy for sharing information about the event with stakeholders, including attendees and partners.

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    Emergency Protocols

    Plans for handling emergencies at events, ensuring safety and response efficiency.

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    Volunteer Management

    The process of coordinating and overseeing volunteers during an event.

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    Registration Systems

    Online platforms for pre-registering attendees for events.

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    Event Collateral

    Promotional materials like brochures, medals, and shirts related to the event.

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    Gap Analysis

    A review process to identify the differences between current and desired event states.

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    Load in/Load out

    The process of setting up and dismantling event equipment before and after the event.

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    Pre-event Checklist

    A list of tasks and items to complete before the event starts to ensure readiness.

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    Attendee Movement

    Planning for how attendees will enter, navigate, and exit the event site.

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    Feedback on Layout

    Collecting opinions to refine the proposed site layout for optimal attendee experience.

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    Event Evaluation

    The assessment of an event's success based on various performance indicators and attendee feedback.

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    Communication with Venue

    Ensuring clear and effective interactions with venue management before and during the event.

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    Ambiance Creation

    The design elements that influence the mood and setting of the venue.

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    Technology Requirements

    Necessary tech tools and equipment essential for the event's functionality.

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    Standard Formats

    Common configurations for seating and event layouts based on event type.

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    Study Notes

    Venue Selection and Site Planning Essentials

    • Venue selection is crucial for event planning, impacting its success. Destinations can range from continents/regions, countries, to specific localities.
    • The choice of location, encompassing towns, cities or rural areas, is essential.
    • Venue selection encompasses a vital event-planning process.
    • Identifying suitable venue problems and their resolution is vital for successful event delivery.
    • After venue selection, smooth event delivery depends on working with the venue management team.

    Destination Selection Factors

    • Safety and security considerations are paramount, especially in today's environment of global threats. Researching potential risks, including no-go areas, is vital.
    • Cultural sensitivities at the destination, along with participant behaviour, should be considered.
    • Accessibility for attendees, considering the level of services, is also critical.
    • Practical event accommodations such as transportation, are essential components to consider when choosing a location.

    Venue Selection Process

    • Destination marketing organizations (DMOs) and venue agencies assist in finding appropriate venues for events.
    • Consideration of a variety of factors is important for a suitable venue: accessibility, accommodation, costs, facilities etc.
    • A comprehensive event brief document should be produced for the venue selection process.
    • Site visits are mandatory to assess suitability.
    • Negotiating with venues is part of the process.
    • The selection process itself involves considering the size of the venue, room capacity and layout, facilities, cost-effectiveness, proximity, accommodation options, accessibility, and attendee experience.

    Venue Types

    • The range of venues is broader than ever, as organizations increasingly utilize a variety of spaces for events/conferences/ meetings. These may include, but are not limited to: hotels, conference centres, castles, museums, stadiums, outdoor spaces, and more.
    • Venue choices should align with the event's objectives, and the ideal choice will depend on the desired environment and intended event atmosphere.
    • Venue selection processes should start off with a detailed list of questions to ensure suitability of a range of venues.

    Venue Site Visits

    • Site visits are crucial for a thorough assessment of venues.
    • Assessing factors such as the proximity to transport networks (e.g. motorways, rail stations, and airports), accessibility for various users, suitability in terms of size and layout, and amenities (e.g., catering facilities, technical equipment, toilets) is key.

    Site Layout

    • Space allocation, attendee movement, and event atmosphere.
    • The site layout is crucial for event organization; accommodating various activities and accommodating visitor needs is important.
    • Staff, supplier, and attendee movement needs to be accommodated.
    • The site plan needs explicit direction for entrants, exits, and site use.
    • Site maps can make the site clearer to attendees, including location information.
    • Maps should be clear, highlighting significant landmarks, building entrances/exits, and important areas.

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    Related Documents

    Venue Selection and Site Planning Essentials PDF

    Description

    Insights into venue selection and site planning for successful event management. Key considerations include destination factors, safety, cultural sensitivities, accessibility, and transportation. Working with the venue management team is crucial for smooth event delivery.

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