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What's your strategy for securing the best venues and facilities for live events?

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When you plan a live event, one of the most important decisions you have to make is where to host it. The venue and facilities you choose can make or break the success of your event, affecting your budget, attendance, audience engagement, and reputation. So how do you find and secure the best venues and facilities for your live events? Here are some tips to help you develop a winning strategy.

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Brad Jackson

Founder & EP | Follow me for experiential marketing insights, freelancing tips and industry growth strategies.

1 Know your objectives and requirements

Before you start looking for venues and facilities, you need to have a clear idea of what you want to achieve with your event and what you need to make it happen. Think about your event goals, target audience, theme, format, agenda, and expected outcomes. Then, list down the essential and desirable features and services you need from a venue and facility provider, such as capacity, location, accessibility, layout, equipment, catering, security, and insurance. This will help you narrow down your options and compare them objectively.

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Danyale Hooi

Bachelor of Degree in Communications and Public Relations | Years of experiences in event managements | Modern knowledge of Branding and communications | Corp Comm | Marcom
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Throughout my experience in event planning, one important aspect is that you need to get the budget figures set first. Without that, all your planning will be disrupted along the way and often lead to disputes and arguments among the team. It doesnt have to be a firm figure. All you need is a capped figure. For example, The company is setting an approximate of RM50k for this event. So your role is to play the figure around RM40k-RM45k plus minus. With that, you can start allocating the amount to few key point categories: venue, F&B, decoration and miscellaneous.

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2 Do your research and due diligence

Once you have your criteria, you can start searching for potential venues and facilities that match them. You can use online platforms, directories, referrals, or site visits to find and evaluate your options. However, don't rely on photos, reviews, or brochures alone. You need to do your own due diligence and verify the information and reputation of the venue and facility providers. Check their availability, rates, contracts, policies, and references. Ask questions, request quotes, and negotiate terms. Make sure you understand what is included and what is not, and what are the risks and contingencies involved.

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Brad Jackson

Founder & EP | Follow me for experiential marketing insights, freelancing tips and industry growth strategies.
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Nothing beats a proper site visit. I always suggest an in-person visit to any venue you are considering and bring anyone you know will be involved with the project (including vendors). Once you stand in the space you can feel how it'll come to life (or not). You'll see things you may have missed online like why are there steps here, why is the bathroom there, what do people see when they look up, etc. It's always worth the trip!

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3 Be flexible and creative

Finding and securing the best venues and facilities for your live events can be challenging, especially if you have a tight budget, timeline, or competition. That's why you need to be flexible and creative in your approach. You may have to compromise on some aspects of your ideal venue or facility, or look for alternatives that offer more value or opportunities. For example, you may consider off-peak dates, non-traditional spaces, or hybrid formats that combine online and offline elements. You may also leverage your network, partnerships, or sponsorships to get better deals or access to exclusive venues or facilities.

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4 Plan ahead and book early

One of the best ways to secure the best venues and facilities for your live events is to plan ahead and book early. This will give you more time to research, compare, and negotiate your options, as well as to secure your preferred dates, rates, and services. It will also help you avoid last-minute changes, cancellations, or disappointments that may affect your event quality or reputation. Ideally, you should start looking for venues and facilities at least six months before your event date, and confirm your booking at least three months in advance.

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5 Communicate and collaborate

Another key factor in securing the best venues and facilities for your live events is to communicate and collaborate effectively with your venue and facility providers. You need to establish a clear and consistent communication channel with them, and keep them updated on your event details, expectations, and feedback. You also need to collaborate with them on the event logistics, risk management, and contingency planning, and ensure that they align with your event objectives and requirements. By building a strong and trusting relationship with your venue and facility providers, you can ensure a smooth and successful event delivery.

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Brad Jackson

Founder & EP | Follow me for experiential marketing insights, freelancing tips and industry growth strategies.
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Collaboration is key but do not be afraid to push the limits. Often times venue operators and managers like to work within the boxes they've set up. Examples would be "that's not in our beverage package" or "we don't usually use that space." If you have a good event producer, they've worked in 10s or 100s of venues and know what is possible versus a venue manager has maybe worked in 2-5. Ask questions, challenge the status quo and bring in a fresh perspective. Your guests will appreciate it.

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6 Evaluate and improve

Finally, after your event is over, you should evaluate and improve your venue and facility selection and management process. You can collect and analyze data, feedback, and testimonials from your attendees, speakers, sponsors, and venue and facility providers. You can also conduct a post-event debrief with your team and stakeholders, and identify the strengths, weaknesses, opportunities, and threats of your event venue and facility strategy. This will help you learn from your experience, celebrate your achievements, and address your challenges. It will also help you improve your future events and secure the best venues and facilities for them.

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7 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?

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What's your strategy for securing the best venues and facilities for live events?

1

2

3

4

5

6

7

1 Know your objectives and requirements

2 Do your research and due diligence

3 Be flexible and creative

4 Plan ahead and book early

5 Communicate and collaborate

6 Evaluate and improve

7 Here’s what else to consider

Live Events

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What's your strategy for securing the best venues and facilities for live events?

1

2

3

4

5

6

7

1 Know your objectives and requirements

2 Do your research and due diligence

3 Be flexible and creative

4 Plan ahead and book early

5 Communicate and collaborate

6 Evaluate and improve

7 Here’s what else to consider

Live Events

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