Developing The Event Site Lecture PDF

Developing the Event Site No matter where you go—there you are. —Confucius, Chinese philosopher (551–479 BC)  The Framework of Event Production Guiding Our Course Appetite and Assessment Atmosphere Activity Ad...

Developing the Event Site No matter where you go—there you are. —Confucius, Chinese philosopher (551–479 BC)  The Framework of Event Production Guiding Our Course Appetite and Assessment Atmosphere Activity Administration Amenities Creating the event plan Developing the event site Providing the event infrastructure Learning Objectives Establish site specifications and selection criteria based on the event’s requirements. Identify potential event sites and evaluate their suitability to select the best fit for an event. Develop site plans that utilize the space in an efficient and effective manner to meet the goals and objectives of an event. Ensure that the use of the event site is in compliance with all federal, state or provincial, and local legislation, health and safety ordinances, and other jurisdictional regulations. Determine and implement strategies to ensure full accessibility of the event site in compliance with legislation for those with disabilities and other special needs. How did you select your event site in the past? Site selection is both a science and an art. Part investigation and part intuition The Framework of Site Selection 1. Site Specifications Needs assessment à Event Specifications WHY—event objectives WHO—attendee expectations WHERE and WHEN—geographic and physical requirements, and dates and schedules WHAT—event format and scope HOW and HOW MUCH—how much resources required and how to allocate 1. Site Specifications Factors affect the search for potential sites/venues that accommodate event profile 1. Availability—date(s) and duration, including move-in and move-out requirements, and acceptable service levels 2. Location—geographic location (country/region/locale), accessibility by air and ground transportation, proximity to other attractions, and the surrounding environment 1. Site Specifications Factors affect the search for potential sites/venues that accommodate event profile 3. Facility type—purpose-specific or purpose-built, indoor/outdoor, housing and service capability, unique venue, etc. 4. Rates—rental fees, costs for site development, food and beverage prices, and surcharges 5. Attendance—occupancy capacity, anticipated behaviors, arrival and departure modes, housing patterns, and ancillary activities before, during, and after the event 1. Site Specifications Factors affect the search for potential sites/venues that accommodate event profile 6. Function type—educational, spectator, ceremonial, social, political, etc. 7. Event elements—room dimensions, spatial requirements, activities, access logistics, storage, and administrative functions 8. Style or personality —conservative, adventurous, youthful, mature, rustic, luxurious, unique, traditional, theme-specific, etc. Think about Your Wedding… 1. Availability: expected date(s) and duration 2. Location: expected geographic location (country/region/locale) 3. Facility type: purpose-specific or purpose-built, indoor/outdoor, housing and service capability, unique venue 4. Rates: budget for rental fees 5. Attendance: expected occupancy capacity 6. Function type: educational, spectator, ceremonial, social, political, etc. 7. Event elements: room dimensions, spatial requirements, activities, access logistics, storage, and administrative functions 8. Style or personality: conservative, adventurous, youthful, mature, rustic, luxurious, unique, traditional, theme-specific, etc. 2. Site Sourcing The typical types of venue used for: Meetings and conventions: Convention centers or congress halls, conference centers, and hotels or resorts with conference space Festivals: Purpose-built fair or festival grounds, city squares or plazas, along city streets, or in city parks 2. Site Sourcing The typical types of venue used for: Special or social event: Hotel ballrooms, banquet halls, or within a tent or marquee installed on private property. Sports events: Purpose-built sports facilities, e.g., Stadiums, arenas, and sport-specific courses or fields. 2. Site Sourcing – Methods: Contacting local convention and visitors bureaus or tourism authorities in your destination of choice Talking with your colleagues and suppliers in industry organizations Searching the internet If the event has taken place in a hotel before and you were pleased with the outcome and level of service, you may wish to contact the national or regional sales office of that hotel brand for recommendations. If the event has a specific constituency, contacting members or officials within its representative organization might be a good starting point Unique Venues Attendance may benefit from the magnetic power of a unique and exclusive locale! Locations that not just anyone could rent or access. Unique Venues Unusual space within a purpose-built facility might be the unique venue you have been looking for. An area that has not been used for events before A traditional space you might develop in a new way. Unique Venues A unique venue should be carefully examined to determine its capabilities and challenges. The facets you should be looking at include: Accessibility for the vendors providing the goods and services for the event Accessibility for the guests Workable space for preparations and event activities Power and parking capabilities Safety and sanitation issues 3. Site Inspection Strategies Personally examine a site prior to signing a contract. Use a site inspection checklist to rate and evaluate the selection criteria and specifications important to the event “Secret shopping”—arriving at the property unannounced and as a regular guest, view the property as guests/attendees and experience the actual services provided by the property Search for hidden issues, zoning restrictions or union requirements, which could affect your ability to produce the event as designed or increase the costs for doing so 4. Site Selection 5. Site Planning and Layout Identify Spatial Requirements Proximity Issues Structural and Environmental Impact Traffic Flow Creatively Using Space 6. Site Occupancy Action plan logistics Move-in, move-out Food service logistics (buffet stations, waste disposal) Décor and equipment Load-in/-out, load docks, loading zones Permits and permissions Certificates of insurance from vendors (e.g., F&B) Certificates of inspection (e.g., elevators, alarm system) Visa/temporary working permits Permits for alcohol service, entertainment (noise level), fireworks, gaming 6. Site Occupancy Fire safety issues Life safety code (NFPA 101), National Fire Protection Association Safety and sanitation codes US Department of labor’s occupational safety and health administration (OSHA) Compliance with accessibility legislation Americans with Disabilities Act (ADA) Documentation strategies Keep copies of everything!