Site inspections

Venue selection

Important to analyse different types of suitable venue for event. Venues should as hotels, convention centres or country clubs must consider physical, aesthethic and budget considerations

Venue selection process

Analyse event needs for a venue, check possible venues, site visit to all possible venues, negotiate price & terms, booking & confirm, further site visits

Venue selection for off-site/unusual venues

Pay more attention to infrastructure of facilities that may be assumed to exist

Shortlisting venue selection

Shortlist suitable venues and make checks by contacting venue provider of web search

Site visit

Final factor affecting site selection. Done to confirm best fit, essential before signing contract. Brochures and marketing materials not replacement for site visits, dimensions may be misleading

3 types of site visits

Official visit with venue provider, unannounced visit during non-event days or during other events, about 1 month before event setup

Evaluating venue

Bring checklist to ensure no important details are missed. Checklist should include amenities, facilities, AV catering and budget

Amenities

Ensure property allows some on-site event promotion. Eg; ability to display banners, restriction on displaying event information and availability of information desks

Facilities

Venue should be updated and organsier anticipate any situations. Considerations include parking, carpets, indoor lighting, obstructions and restrooms

Catering

Selecting F&B for event is important. Venue might have suggestions but organsiers must know full range of choices. Considerations include seeing detailed menu, meeting chef and tasting menu

AV

Confirm availability of items such as internet access, microphones, flat screen monitors and electrical outlets

Budget

Compile expense items like catering cost, AV equipment rental, venue rental and complimentary services

Site inspection checklist

Helpful in rating and evaluating selection criteria for event. Need to be customised based on event requirements

Negotiate price & terms

Once venue identified, need to negotiate with venue for best deal (bargain for lower price or more services)

Booking & confirmation

After signing contract and deposit, keep communication lines open to ensure that booking is safe

Further site visit

Make sure nothing has changed. If something changed, ensure it will not affect event. Potential changes include lighting, equipment and decor

Legal obligations for venue

Contract will have clauses including indemnifying venue against damages, personnel requirements, security deposit (for any additional work such as cleaning, cancellations and access

Venue fee

Important to know what is included

Handing and taking over venue

Role of facilities management. Checklist needed. Facility manager ensures tenant carry out activities according to agreements and regulations