Event Manager's Diary (Day-4)

5.3.4 Site Plan:

A site plan is a map of the event and it is essential for event planning and management. All key stakeholders can use it as part of the planning process, with consultation as to its final layout. The site plan must be easy to interpret and be posted strategically around the site for use by patrons.

The site plan can be distributed for setting up the event and is also helpful in emergency. The site map should include surrounding streets and landmarks. Entrances, exits, Event Coordination Centre, Emergency Co-ordination Centre, vendor locations, first aid posts, toilets, phones and security areas should be highlighted.

 5.3.5 Venue:

When you are planning for a venue always keep in mind that the venue should be right for event. The right venue is the key to success of any event. Finding the right space should be easy, once you know exactly what you need. Having a list of requirements doesn't only streamline your selection process, but also helps you stay within your budget. You want your event venue to be perfect, physically and monetarily. Striking a balance between the two can be easy with proper planning and execution. here are some issues to be consider choosing right venue;

 5.3.5.1 Get your accommodation requirements straight:

Once you know these, you can look for the best venue deal that will meet your needs. You can also check for added attractions — proximity to public transportation and local attractions.

 5.3.5.2 Be clear about the details of your budget:

List all of your preferred venue expenses. This should include the costs of the facility, catering, equipment rentals, office services, guarantees and payment options. You also want to know what complimentary services the venue offers.

 5.3.5.3 Factor in transportation:

Will it help if your venue is close to an airport? Will your conference have off-site activities? In the latter case, try to keep things near the venue site. This will save on transportation expense and travel time for attendees.

 5.3.5.4 Consider unique venues:

Rates are much lower at unique venues like national museum, Shilpakola Academy, Shishu Academy, an art gallery, a public garden or a restaurant. Chances are attendees will be drawn by the novelty of the venue. Consider guest profile and target audiences during choosing these venues.

 5.3.5.5 Make a short list of venue options:

Collect price quotes to the venues you listed. Include all your requirements (food, beverage, equipment, conference and room accommodations, etc.) in your request so that they can give you a precise cost. This saves your time when you examine the proposals they send you.

 5.3.5.6 Show them what you're worth:

You have a better chance in negotiating rates and getting concessions if the venue sales manager sees that your event can lead to future business. Show him your track record -past events you've held, number of registrants. This will give you a leg up on negotiating venue, room rates, catering costs and contract terms that you may not be comfortable with.

 5.3.5.7 Examine payment options:

Know each venue's terms for deposit and final payment. Ask about policies regarding cancellation, change of date (perhaps due to weather), and last-minute changes. The more flexible a venue is with payment options, the better. No event planner wants to have to do any of the above, but it helps to know in advance, just in case. For example, in the eleventh hour a group of attendees may not be able to fly over due to inclement weather, forcing you to alter your head count.

 5.3.5.8 Examine venue catering:

If you're considering in-house catering, examine the venue's detailed menu and serving options. View the full service kitchen operations, and meet the executive chef. Have a taste test of the menu they are offering.

 5.3.5.9 Ask if you can source other suppliers:

The venue may have preferred suppliers for catering and equipment, but oftentimes the rates are premium. Sourcing your own vendors can save you money. In that case please consider the kitchen service cost if they have any.

 5.3.5.10 Inquire about amenities:

Clarify with the sales manager venue policies regarding important amenities such as display of signage, banners and direction signs; availability of information desks; any restrictions on event information displays; business centers etc.

 5.3.5.11 Examine add on costs:

If your short-listed venue prices are extremely close, examine the breakdowns. Some venues will have a lot of "add on" costs which can drive the final cost much higher than what is listed. Make sure that the price that is quoted includes all of your requirements. For example, many venues quote a price without including the service charges that will be added for catering and beverages.

 5.3.5.12 Time is money:

When you're examining the breakdowns of quoted costs per venue, be sure to have a clear idea of the services that will go with it. If one venue will provide more services, but charges a little bit more, it might in the end be a money-saver for you if you already have a lot of work to do and could use the added help.

 5.3.5.13 Check out the venue:

Does the venue feel right? Does it have the right character for your event's theme? What about parking and disability access? Is there adequate staffing? Examine details — carpet, decor, draperies, room size and flexibility in accommodating tables and layout changes. Check out the lighting, location of restrooms and medical access. Also, make sure that the area is far away from potential distractions like noise in the halls or clutter in the venue kitchen. Check out all the facilities you needed.

 5.3.6 Stalls:

Plan your stall as per your requirement and need. Make sure there is enough passes for people to move. Stalls should be many different size and pattern to meet client’s need. Make a stall layout design. Construct your stalls as per your budget. Make sure you have electric connections in every stall.

 5.3.7 Noise:

Events can create noise levels much higher than normal. Music amplifiers, refrigerators, generators and crowds are all contributing factors. It is important to monitor the level of noise produced by the event to minimize disruption to local residents and businesses.

When you plan for the event always count the noises. There might be hospital or mosque besides your venue and you are making noise. Or, your venue is besides a noisy place but you need a quiet place for your event.

Some residential area doesn’t allow noise after 10:00 PM. There might be school besides your concert venue and examination time of that school is same time of your concert. Consider all these things regarding noise during planning your event.

 5.3.8 Temporary Structures:

We build many temporary structures during events. When you build the temporary structures for your event please keep in mind structures should be enough strong to take weights. We should follow the building acts for temporary structures. In Bangladesh often we don't have enough budget to employ architect for planning temporary structure. But we should at least discuss with a architect during planning of any complex structures.

 5.3.9 Stage:

Stage is a very important part of the event. Every participants/ viewers always look at the stage during the performance and speeches running on stage. So stage should be very attractive. Stage should reflect the theme and concept of the event. Stage size should be according to the performances. If your event has dance show, make sure how many dancers will dance at a time. Stage platform’s height should be plan according to your event type. If you have an open-air concert your platform height should be equal or more than 6 fit. For indoor event 2 fit is standard height in Bangladesh. Plan your stage height according to your venue's ceiling height. If your stage has back projection, make sure you have enough space at the back of your stage. If you don't have enough space in backside then use LED screens. LED screen is always preferable than multimedia projections of stage. Entry, exit, backstage spaces should be clarified during stage design. Greenroom should be placed close to stage. We need a uninterrupted walkway between greenroom to backstage.

Coming up next....

Backdrop, projection, camera, online setup  and many more...

See also;

Event Manager's Diary (Day-1)

Event Manager's Diary (Day-2)

Event Manager's Diary (Day-3)

Event Manager's Diary (Day-4)

Event Manager's Diary (Day-5)

Event Manager's Diary (Day-6)

Event Manager's Diary (Day-7)

Event Manager's Diary (Day-8)

Event Manager's Diary (Day-9)

Event Manager's Diary (Day-10)

Event Manager's Diary (Day-11)

Event Manager's Diary (Day-12)

Event Manager's Diary (Day-13)

Event Manager's Diary (Day-14)