Chapter 4 - The Venue Les Roches Autumn 2024.1 PDF

LUXURY EVENT MANAGEMENT & COMMUNICATION Autumn 2024.1 4 - ORGANIZING THE EVENT: THE VENUE 2 INTERNAL Choosing the right Venue 3:: :: You have an Event Management enterprise and you receive a request to organize an event, where do you look for information to pick up the right venue. Venue information...

LUXURY EVENT MANAGEMENT & COMMUNICATION Autumn 2024.1 4 - ORGANIZING THE EVENT: THE VENUE 2 INTERNAL Choosing the right Venue 3:: :: You have an Event Management enterprise and you receive a request to organize an event, where do you look for information to pick up the right venue. Venue information sources Local/regional/states tourism organizations Convention and visitors bureaus Venue publications and directories Destination brochures Trade journals Internet searches WHAT WOULD YOU TAKE INTO ACCOUNT TO CHOOSE THE RIGHT VENUE? INTERNAL Questions you must wonder before choosing the venue 4 :: :: What time would you have access to the facility? Is that enough time to set up? Will any furniture need to be removed? What extra cost could be related to that? Will you need to provide a cleaning crew before, during and after the event? What is the legal room capacity? INTERNAL QUESTIONS YOU MUST WONDER BEFORE CHOOSING THE VENUE How many bathrooms are there? Are there any noise restrictions? 1 bathroom every 75 guests What insurance do you need to protect you, your guests and the facility? Does the event require portable sanitation units? How do you control sewage? What are the fire regulations? What permits do you need, and what permits would the facility need to obtain? Historical buildings, museums, art galleries… Drinks, smoke, shows… :: :: Where are the kitchens? How large are they? QUESTIONS YOU MUST WONDER BEFORE CHOOSING THE VENUE Are there enough staff to replenish them? Have you consider hiring professional help and included the cost in your budget? What are the dishes at the venue like? The glassware? The cuttlery? Is there a separate area away from the event where the staff can take their breaks? Have you, the special events planner, handled events of this nature before? :: :: 6 INTERNAL taken into account: Budget parameters Capacity of site or venue ANALYSING VENUE SITE AND REQUIREMENTS Facilities and services to be provided Audience composition Location Timing Staging/Competition requirements Accesibility Creative theme or image required 7 INTERNAL Weather Challenges & Common Issues between Usual and Usual venues Permits and licensing Security and privacy Restrooms and rubbish Electricity and sound systems Accessibility Power Rigging Floors Access :: :: 8 INTERNAL :: :: Recommendations Understand Research Communicate Verify 9 INTERNAL Meeting Rooms Ballrooms Venues in Hotels Gardens Suites Bars & Restaurantes Swimming Pools Kids Club Gym Temporary structures Etc… :: 10 INTERNAL 1 – CHOSING THE PERFECT VENUE Teveoenmadrid.com Blogspot.com 11 Bing.com INTERNAL CHOSING THE PERFECT VENUE Magazinspain.com Pinterest 12 INTERNAL CHOSING THE PERFECT VENUE Unmundodeeventos.com Laquintadeillescas.com 13 INTERNAL CHOSING THE PERFECT VENUE wwwt.silversea.com Bianoti.com Parador.es Pinterest 14 INTERNAL CHOSING THE PERFECT VENUE THE VENUE MUST SERVE THE EVENTS OBJECTIVES 15 (965) SAINT LAURENT - WOMEN'S SUMMER 21 - FULL SHOW - YouTube INTERNAL CHOSING THE PERFECT VENUE THE VENUE MUST SERVE THE EVENTS OBJECTIVES (965) CELINE 08 WOMEN SUMMER 21 - YouTube 16 INTERNAL CHOSING THE PERFECT VENUE THE VENUE MUST SERVE THE EVENTS OBJECTIVES Uniqueness Atmosphere Look & feel 17 INTERNAL Location Accesibility for suppliers Accesibility for attendants CHOSING THE PERFECT VENUE Additional services 18 INTERNAL CHOSING THE PERFECT VENUE - Opening and closing time? - Can you display branding and signane? - Smoking policy? - Pet policy? - Any limitations of type of event? - Can decoration be modified? - Cleaning up, rubbish removal? - COVID19 Protocol? 19 INTERNAL The impact of a Room Layout. Promote a better learning. Encourage new networking oppotunities Provide a good performance experience. To enable proper interaction. To promote team building exercise. 20 INTERNAL 21 INTERNAL 22 INTERNAL 23 INTERNAL 24 INTERNAL THEATER/AUDITORIUM www.parador.es 25 INTERNAL CLASSROOM www.parador.es 26 INTERNAL U-SHAPE www.parador.es 27 INTERNAL BOARDROOM www.parador.es 28 INTERNAL CABARET www.parador.es 29 INTERNAL INFORMAL BUSINESS MEETING www.parador.es 30 INTERNAL BANQUETING / ROUND TABLES www.parador.es 31 INTERNAL COCKTAIL Pinterest 32 INTERNAL IMPERIAL / RECTANGLE Paradores 33 INTERNAL 3. PROTOCOL & ETIQUETTE PROTOCOL ✓ A system of rules stablished for ceremonies and formal meetings of social, institutional, military, diplomatic or official nature ✓ Born with the human being, the moment we start socializing ✓ It changes depending on the culture ✓ These rules are neccesary stablish a relationship of respect and friendship between parts. 34 INTERNAL ✓ In the corporate segment – element of positioning and image ✓ So important that countries have specific decrees, laws and warrants to rule ETIQUETTE ✓ The manner we behave in these social acts ✓ Ceremonial of styles, customs and traditions we must keep in a formal public ceremony ✓ How the attendees to a ceremony must behave ✓ It refers not only to behavior but also to clothing 35 INTERNAL ETIQUETTE However, private social events have evolved in recent years, relaxing the rules of etiquette https://boards.weddingbee.com 36 INTERNAL SOME PROTOCOL RULES - The last to enter and the first to leave - Assigns the turn to speak and is the last to speak ✓ THE HOST 37 - Even if the King is coming to your event you are the host, but you will be lending him all the privilegies by courtesy INTERNAL SOME PROTOCOL RULES Right takes preference over the left The right is always the Place of Honor ✓ LAW OF THE RIGHT 38 The most important guest will be placed on the right side of the host INTERNAL SOME PROTOCOL RULES 39 INTERNAL SOME PROTOCOL RULES ORDER OF PRECEDENCE 40 NOBEL RANK ARMY ADMINISTRATION The King/The Queen The Queen/The Prince consort Prince/Princess Duke Marquis Earl (Count) Viscount Baron Army Navy Air Forces Police and similar Head of State (King, President) Prime Minister – Head of Government Minister – Secretary Regional Presidents Mayor Big Cities /Capital Cities Other Mayor – smaller cities CORPORATE Organization Chart INTERNAL European Commission, Brussels - 41 HRH King Philippe VI from Spain PM Pedro Sánchez Mrs. Ursula von der Leyen, President EC Marcelo Rebelo da Sousa, Pres. of Portugal Roberta Metsola, President of the Europan Parliament INTERNAL European Commission, Brussels 2 - HRH King Philippe VI from Spain 4 - PM Pedro Sánchez 1 - Mrs. Ursula von der Leyen, President EC 3 - Marcelo Rebelo da Sousa, Pres. of Portugal 5 - Roberta Metsola, President of the Europan Parliament 42 INTERNAL www.toptableplanner.com 43 INTERNAL SOME PROTOCOL RULES THE FLAGS The flag is one of the main symbols of a country, a region, a province or a local council It is also part of the symbology of other institutions, either public or private Official and private flags should not flap together. Better two groups of banners All must have the same size and be at the same level 44 INTERNAL SOME PROTOCOL RULES The Flag of Honor in the center flagpole if possible 45 INTERNAL SOME PROTOCOL RULES 46 INTERNAL SOME PROTOCOL RULES https://sercomunicacion.es/ 47 INTERNAL SOME PROTOCOL RULES THE FLAGS IN INTERNATIONAL EVENTS ALPHABETICAL ORDER IN THE LANGUAGE OF THE COUNTRY THAT HOLDS THE EVENT EVENTS ORGANIZED BY: EUROPEAN UNION UNITED NATIONS EXCEPTIONS OLIMPIC GAMES NATO 48 INTERNAL SOME PROTOCOL RULES EUROPEAN UNION: Name of the country in the original language 49 INTERNAL SOME PROTOCOL RULES UNITED NATIONS: Alphabetical order in ENGLISH OLIMPIC GAMES: Alphabetical order in ENGLISH NATO (North Athlantic Treaty Organization: Alphabetical order in FRENCH 50 INTERNAL SOME PROTOCOL RULES FORMAL GREETINGS HANDSHAKE Most usual greeting Perfect for first meetings and in the business field It shows a certain perfect distance to create a professional relationship & respect and empathy to collaborate KISS IN HAND A gentle gentleman's greeting to a lady She is the one who takes the initiative It is just a gesture, it is accompanied by a nod and there is NO kiss. 51 INTERNAL SOME PROTOCOL RULES FORMAL GREETINGS HUG More effusive Only among people who already know each other Unusual among women Informal TWO KISSES Very familiar It implies closeness, friendship and family If used, never should be loud, nor from far, nor one side And never to bosses, children or babies 52 INTERNAL SOME PROTOCOL RULES FORMAL GREETINGS REVERENCE Only on events involving the Royal Family We delay the left leg, bend it slightly and lower the trunk straight 53 INTERNAL SOME PROTOCOL RULES FORMAL GREETINGS thesooperdiet.com eceur.cancilleria.gob.ar 54 INTERNAL 55 INTERNAL SOME PROTOCOL RULES BANQUETING AND SERVICE 56 INTERNAL SOME PROTOCOL RULES BANQUETING AND SERVICE 57 INTERNAL SOME PROTOCOL RULES 58 INTERNAL SOME PROTOCOL RULES Pinterest 59 INTERNAL SOME PROTOCOL RULES BODAS.NET 60 INTERNAL SOME PROTOCOL RULES Hola.com 61 INTERNAL SOME PROTOCOL RULES 62 INTERNAL SOME PROTOCOL RULES 63 INTERNAL Bechic-catering.com SOME PROTOCOL RULES SET UP OF THE TABLE 64 INTERNAL SOME PROTOCOL RULES 65 INTERNAL SOME PROTOCOL RULES HOW TO BEHAVE AT THE TABLE ❖ Back straight and slightly touching the chair ❖ Elbows off the table ❖ Do not lay your head on your hands ❖ Spread a cloth napkin on your lap ❖ Phone off ❖ Never talk with your mouth full ❖ Follow the rhythm of the service. Wait everybody to be served 66 INTERNAL SOME PROTOCOL RULES HOW TO BEHAVE AT THE TABLE ❖ Do not bite off big pieces at a time ❖ Use the knife to cut what the fork can´t ❖ If you needed something that is far away from you, do not try to reach across the table ❖ Do not put a fork and knife on the table if they are dirty ❖ Do not leave the table unless an emergency ❖ Once finished, cutlery across the plate 67 INTERNAL SOME PROTOCOL RULES HOW TO BEHAVE AT THE TABLE 68 INTERNAL THE MENU & TABLE PLAN MENU - Name of the company and or the event - The courses that are going to be served - Wines - Date of the event 69 Hola.com INTERNAL THE MENU & TABLE PLAN TABLE PLAN - When it is a placé lunch or dinner - Can be organized: Number of table Alphabetical order list and the number of table Table plan and the name of the person 70 INTERNAL THE MENU & TABLE PLAN 71 INTERNAL DRESS CODE 72 INTERNAL 4. ADDITIONAL CONCEPTS TO CREATE AN SPECIAL EVENT AV EQUIPMENT MUSIC ACTIVITIES DECORATION TRANSFERS HOSTESS & SECURITY 73 INTERNAL AV EQUIPMENT NEW TECHNOLOGIES LED SCREENS TV SET ✓ Allows to participate in the scenography or can be the focused of the show ✓ Images, graphics, videos, animated films, headlines…in a big format that helps the audience to get the message 74 INTERNAL AV EQUIPMENT 75 NEW TECHNOLOGIES INTERNAL AV EQUIPMENT NEW TECHNOLOGIES MAPPING ✓ Projection of images or videos on buildings, big surfaces, or natural spaces ✓ When projecting the space is transformed and causes new sensations and magical experiences on the audience 76 INTERNAL AV EQUIPMENT 77 NEW TECHNOLOGIES INTERNAL 78 INTERNAL AV EQUIPMENT NEW TECHNOLOGIES USE OF RENDERS TO PRE-VISUALIZE ✓ To show and be in line with the client needs ✓ The process of generating a photorealistic or non-photorealistic image from a 2D or 3D model by means of a computer program ✓ The resulting image is referred to as the RENDER 79 INTERNAL AV EQUIPMENT 80 NEW TECHNOLOGIES INTERNAL MUSIC THE MUSIC IN YOUR EVENT IS MORE THAN A PLAYLIST ✓ Music gets more rooted connection with the emotions ✓ The music we hear and everything related to that moment is stored in our “musical memory” (Robert Zatorre from Brand, Music and Sound, a researching laboratory in Canada) ✓ Recent study: A group of people coordinated to produce music, after a moment will feel more united, they will like and trust each other more 81 INTERNAL MUSIC WHICH MUSIC IS THE BEST OPTION FOR MY EVENT? ✓ We must have clear the objetive of the event ✓ We know the public (culture, age…) ✓ The more prominent is the rythym, the more convincing is the reponse of the body/brain ✓ Agile music makes clients happier and motivates buying ✓ Relaxing and soft music are the best to calm down and better absorb the information, they promote the active listening ✓ Live music multiplies the capacity of transmission ✓ Famous artists can be an attraction but can overshadow the message and objective of the event 82 INTERNAL DECORATION ✓ RELATED TO THE THEME OF THE EVENT TABLE LINENS ✓ GOOD QUALITY CUTLERY AND GLASSES ✓ CREATIVE FURNITURE ✓ WOW EFFECT FLOWERS ✓ IN STYLE AMBIENCE LAMPS & CANDLES BALLONS 83 INTERNAL DECORATION SILK LINEN COTTON www.cashmeredecoracion.com 84 INTERNAL DECORATION www.cashmeredecoracion.com 85 INTERNAL DECORATION www.cashmeredecoracion.com 86 INTERNAL Pinterest.fr DECORATION http://www.floreale.es/ 87 INTERNAL DECORATION http://bechic-catering.com/ 88 INTERNAL DECORATION Pinterest.com Inthebooth.com Fiaka.es 89 INTERNAL HOSTESS ✓ IMAGE ACCORDING TO THE SUBJECT OF THE EVENT www.amazafatas.com ✓ GOOD MANNERS ✓ SMILE!!! ✓ PROFESSIONALISM www.gruposherco.com www.madissonstaff.com 90 INTERNAL SECURITY ✓ DISCRETION ✓ GOOD MANNERS ✓IF NECCESARY COORDINATED WITH OFFICIAL SECURITY FORCES ✓ PROFESSIONALISM 91 INTERNAL TRANSPORT ✓ ACCORDING TO THE TYPOLOGY OF THE ATENDEES ✓ APPEREANCE (cleanliness, neat) ✓ PROFESSIONALISM ✓ IDEALLY SUSTAINABLE 92 INTERNAL EXPERIENCES & ACTIVITIES ✓ FUN & ORIGINAL ✓ ACCORDING TO THE OBJECTIVE OF THE EVENT: teambuilding, incentive, motivation… www.smartbox.com ✓ SAFE ✓ WITH REALIABLE SUPPLIERS (all the permissions and licences) www.barcosyeventos.com 93 INTERNAL 5. THE FOOD & BEVERAGE EXPERIENCE VENUE´S OWN KITCHEN EXTERNAL CATERING ✓ CREATIVE ✓ UPDATED CUISINE ✓ TAKE CARE OF THE PRESENTATION ✓ BEST QUALITY PRODUCTS ✓ CAN BE ADAPTED TO THE THEME OF THE EVENT ✓ SUSTAINABLE CATERING ✓ HEALTHY (reduced sugar and sodium) 94 INTERNAL RECOGNIZED CHEFS HAVE THEIR OWN CATERING COMPANY A new business opportunity for the Chefs Many Chefs with Michelin Stars have found a new business line to complement their corporate strategies - Additional income for the Restaurant - The way to approach their cuisine to more public - Some have an ad hoc space / venue where organize different events - They bring restaurant - quality food to the events Cristina Bowerman Dani Garcia Darryl 95 INTERNAL 96 INTERNAL Paradores www.xertacatering.com/es/ http://bechic-catering.com/ 97 INTERNAL Thank you