LOCATION, LOCATION, LOCATION…
C&C has easily done about 100+ site inspections over the years for our clients. Whether it’s a TIFF-inspired party, philanthropic celebrity gala, product launch, or masterclass we’re always looking for that perfect venue. One that amplifies the brand and promises to out-do the last one.
There’s definitely an art to finding the perfect venue! And, it really is in the details. Where the smallest detail forgotten can result in a total venue vex.
Here’s our top five ways to avoid a venue vex and be the talk of the town with your next event.
- Client Objective – determine the client’s objectives and overall vision for the event. What is their audience target and desired number of guests? Is it a day event or evening soiree? Will there be a special guest of honour? Is this the biggest launch of the year? This will help you to streamline your focus when creating a strategy and researching venues.
- Determine Budget – Does the budget match the client expectations and vision for this event? This will all help to determine what type of theme and venue you should focus on. Plus it will also help in your planning, staffing and outreach.
- Site Inspections – Once you’ve shortlisted your top three venues a site inspection is a must. It’s key to have the client present as well so you can walk them through the particulars so they can get a visual including the flow of the event. Once the venue is selected a second site visit to meet with all necessary vendors including: décor, A/V, etc is essential. It is during these meetings where questions can be worked through and solutions created for any potential challenging scenarios that arise.
- Point Person – Confirm your point person at the venue. This individual will be your day-to-day contact to oversee and provide support with the planning details for the venue leading up to the event. This will make a huge difference in not only the process, but the result. While it takes a huge team of talented people to put on an event, it is essential to have only one contact person to ensure no miscommunication, or that no detail falls through the cracks due to multiple contacts.
- No Detail is too small – Create an event scenario detailing the flow of the event and outline who is responsible for different aspects of the event. This will serve as a checklist. Review and update regularly with staff, the client and the venue point person to avoid any surprises day of event. For example – most people expect WIFI to be available in all public areas. But never assume anything (as you know the ole adage!). Best to always confirm as you don’t want to be surprised day of event you and have anything negatively impact your results or kill any chance for social media buzz.
A Request for Proposal (RFP) is key when doing larger scale events that include out-of-town guests or spokespeople who require accommodations, meals, etc. Target key, local hotels/venues to see who can provide the best competitive rates, packages. This way you’ll get a clear view of their level of service and commitment to your upcoming event.
Watch for C&C’s next blog in its event management series coming this fall on how to create the Right-Type of RFP for your next large scale event.