How can you avoid common venue risks?

1 Assess the venue's safety and security

Before you book a venue, you should conduct a thorough site inspection and check its safety and security features. Look for fire exits, sprinklers, alarms, emergency lighting, and evacuation plans. Ask about the venue's security staff, policies, and procedures. Find out how they handle crowd control, access control, and emergency situations. You should also review the venue's insurance coverage and liability clauses, and make sure you have your own event insurance as well.

2 Negotiate a fair and flexible contract

One of the biggest risks of booking a venue is signing a contract that is unfavorable or inflexible. You don't want to end up paying for hidden fees, penalties, or services that you don't need or use. You also don't want to be locked into a contract that doesn't allow you to cancel or reschedule your event in case of unforeseen circumstances. To avoid these risks, you should negotiate a fair and flexible contract with the venue manager. Read the fine print carefully and ask questions about anything that is unclear. Try to get the best deal possible on the rental fee, the deposit, the cancellation policy, the force majeure clause, and the amenities and services included.

3 Plan for contingencies and backups

Even if you have a great venue and a solid contract, you still need to plan for contingencies and backups in case something goes wrong. You never know when a natural disaster, a technical glitch, a supplier failure, or a human error could disrupt your event. To avoid these risks, you should have a contingency plan that outlines the possible scenarios, the solutions, and the responsibilities of your team and the venue staff. You should also have backup options for your venue, your vendors, your equipment, and your communication channels.

4 Communicate with the venue staff and your team

Another way to avoid common venue risks is to communicate effectively with the venue staff and your team. You should establish a good rapport with the venue manager and keep them updated on your event details, changes, and expectations. You should also communicate clearly with your team and assign roles and tasks for the event day. Make sure everyone knows the venue layout, the schedule, the emergency plan, and the contact information of the key people involved. Communication is essential for preventing misunderstandings, conflicts, and delays.

5 Conduct a final walkthrough and a debrief

Finally, you should conduct a final walkthrough and a debrief to avoid any last-minute venue risks and to learn from your experience. A final walkthrough is a check of the venue before your event starts to make sure everything is ready and in order. You should inspect the facilities, the equipment, the signage, the seating, and the decorations. You should also test the audiovisuals, the lighting, and the internet connection. A debrief is a review of the venue after your event ends to evaluate its performance and feedback. You should collect data, surveys, and testimonials from your attendees, your team, and the venue staff. You should also identify the strengths, weaknesses, opportunities, and threats of the venue for future reference.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?