Venue Selection and Site Planning Essentials PDF

05 == Venue selection and site planning essentials -------------------------------------------- -- -- - select the destination; - develop a venue selection process; - plan and undertake venue site visits; - plan event/venue communication; - plan an effective site layout for your...

05 == Venue selection and site planning essentials -------------------------------------------- -- -- - select the destination; - develop a venue selection process; - plan and undertake venue site visits; - plan event/venue communication; - plan an effective site layout for your event; - design and produce a site map for your event. #### Selecting the destination ##### Factors to consider when selecting the destination - research into Down Syndrome and Disability events; - design of the event; - risk management assessment; - legal requirements, permits, permissions; - set up of a pre-registration online system; - volunteer management; - design and production of medals, shirts, and other collateral material; - venue set up and dismantle; - entertainment; - sponsorship; - VIP protocol; - media relations; - gap analysis. #### Venue selection process - geographical location; - transportation links; - image, style, or reputation of the venue or location and fit with corporate culture; - type of venue; - venue atmosphere; - relative size of the venue compared to your event; - room capacities and layout; - suitable facilities available on-site or potential to bring them in, including technology and accessibility; - cost/value for money; - proximity, quality, and cost of accommodation (for the event team and for delegates). ##### Different venue types ##### Venue search and selection ##### Specific criteria for venue selection **EVENT VENUE SEARCH BRIEF** ------------------------------ -- -- -- -- +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | - **Please | | | | | note that | | | | | if | | | | | delegates | | | | | are on a | | | | | B&B rate, | | | | | there is a | | | | | £XX.00 | | | | | allocation | | | | | for food & | | | | | drink (no | | | | | alcohol). | | | | | Any | | | | | additional | | | | | charges are | | | | | to be | | | | | directed to | | | | | the | | | | | individual. | | | | | ** | | | | | | | | | | - **If DB&B | | | | | accommodati | | | | | on | | | | | is | | | | | required, | | | | | dinner | | | | | and/or | | | | | breakfast | | | | | may be | | | | | taken in | | | | | restaurant | | | | | or by room | | | | | service. | | | | | Additional | | | | | charge for | | | | | room | | | | | service | | | | | should go | | | | | to the main | | | | | account.** | | | | | | | | | | - **Please | | | | | ensure all | | | | | charges are | | | | | routed | | | | | correctly | | | | | prior to | | | | | delegate | | | | | arrival at | | | | | the | | | | | hotel.** | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | - Selection | | | | | of | | | | | decaffeinat | | | | | ed | | | | | drinks, | | | | | fruit teas, | | | | | hot water, | | | | | cold water | | | | | and orange | | | | | juice | | | | | | | | | | - | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | - - - - | | | | | - - Select | | | | | ion | | | | | of salads | | | | | including: | | | | | green leaf, | | | | | bean, | | | | | tomato | | | | | basil & | | | | | mozzarella, | | | | | coleslaw | | | | | and | | | | | celeriac, | | | | | pasta and | | | | | rice salads | | | | | | | | | | - - - | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | - whether | | | | | car-parking | | | | | is | | | | | available | | | | | on site or | | | | | nearby | | | | | | | | | | - number of | | | | | spaces | | | | | available | | | | | | | | | | - cost | | | | | | | | | | - whether | | | | | charges can | | | | | be added to | | | | | the final | | | | | invoice | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ +-----------------------------------+-----------------------------------+ | - Budget Limits | - - - Contact name (ie Lead | | | Events Manager/Person who | | - - | made booking) | | | | | | - - | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ ##### (continued) -- -- -- -- - weddings - conferences - exhibitions - proms - funerals - awards dinners - product launches - Christmas parties. ##### Venue search options ##### Managing the venue search process -- -- -- -- -- -- -- -- ##### Venue site visits +-----------------+-----------------+-----------------+-----------------+ | **SITE VISIT | | | | | CHECKLIST** | | | | +=================+=================+=================+=================+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | - Based on 6 | | | | | around each | | | | | table: | | | | | | | | | | - Based on 8 | | | | | around each | | | | | table: | | | | | | | | | | - Based on 10 | | | | | around each | | | | | table: | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ ##### (continued) +-----------------+-----------------+-----------------+-----------------+ | | No | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ | | | | | +-----------------+-----------------+-----------------+-----------------+ #### Analysing venue search results and negotiations ##### Communication with the venue -- -- -- -- -- -- -- -- -- -- -- ----- Set Set -- -- -- -- -- ----- -- -- -- -- #### Planning the site layout - Space - Movement - Atmosphere. ##### Space - **Theatre style** -- Rows of chairs facing front/stage, best suited to large formal events - Estimated space required -- 2 square metres per person (Price, 2004) - **Cabaret or banquet style** -- Guests seated at large round tables (usually 6--10 per table). Cabaret style includes a stage or similar focal point, best suited for more informal meeting events where discussion is encouraged, or for dining. - Estimated space required -- 4 square metres per person (Price, 2004) - **Boardroom style** -- Large rectangular or U-shaped table with participants seated round the outside, best suited for smaller formal meetings. - Estimated space required -- 8--12 square metres per person (Price, 2004) - administration/offices - dressing rooms, green rooms and staff catering facilities - equipment storage - media facilities. ##### Movement ##### Atmosphere #### Designing the site layout ##### Step 1: Obtain a detailed plan of the site ##### Step 2: Determine the layout of the event - **Determine the best position for the central feature of the event.** Once you've decided on the best location for the main activity or attraction, the other activities and attractions can be positioned around this. Be prepared to move things around -- it's an iterative process. - **Situate complementary activities and attractions next to one another:** for example, food and drink stalls generally work well alongside one another, whereas food stalls and toilets don't go so well together! - **Avoid concentrating too many popular activities in one area.** This will inevitably lead to crowd build-up and congestion and the associated risks to public safety. - **Site medical and welfare facilities in a prominent position.** First-aid tents and lost and found meeting points need to be positioned where they can be easily located. - **Allocate prime space for VIPs, corporate guests and media partners.** VIP tickets and hospitality packages are sold at a premium to ensure the best views of the action. Journalists and media organizations require a good view of proceedings as they unfold. - **Ensure the correct and safe positioning of any technical equipment.** Sound and lighting equipment must be positioned appropriately in order for people to hear and see what is happening at the event. - **Maintain a visibility distance between front and back of house areas.** Equipment storage, staff offices and crew catering should be kept out of sight and out of reach. - **Make the event accessible to everyone.** The layout should be designed to allow people with mobility problems, sight or hearing impairments or other special needs to enjoy the activities and attractions. ##### Step 3: Seek feedback on the proposed layout #### Producing a map of the site - a clear key and legend explaining all symbols and colours used on the map; - the scale of the map; - the orientation of the map (for outdoor maps it is common to indicate which way is north); - a grid, with the map divided into boxes. By annotating the grid (a, b, c etc on one axis, 1, 2, 3 etc on the other), it becomes easy to reference and communicate the position of specific elements on a large map. ##### Audience maps ##### Staff and contractor maps -- -- -- -- - Consider ICE -- movement of attendees onto (ingress), around (circulation) and off (egress) the site. - The layout of a venue will have an important bearing on the atmosphere and event experience. Audiences should be close enough to enjoy each other's presence without being so close that they feel distracted, uncomfortable or unsafe. - Trying to fit too much detail on a single site map will only confuse people and it may be a better idea (particularly for larger events taking place across multiple locations) to produce several smaller maps. It is also sensible to produce different site maps for those attending the event and those working at the event. 1. Whose needs should you consider when selecting a destination or location for your event? 2. What features of a venue should you look out for during a site visit? 3. How close is too close? How would you determine how much space attendees need at events to feel energized, comfortable and safe?