Always look at more than 2 venues for your event. Ensuring the event hall is clean and organized. You wouldn’t hold a dance party in an auditorium, or host a lecture in a dancehall. Being able to change digital displays to update the most current session locations and times can be vital to things flowing smoothly. Again, our survey strongly supports this point - response times and overall customer service (core elements in relationship marketing) are ranked 1 and 2 in relation to the frustrations that events planners experience when dealing with venues while relationship with the sales team is second to rate when it comes to the decision making process. The days are likely numbered for site visits that don’t include some, or all, of these checks, so make sure you, or someone on your team, is paying attention to them. Here is some criteria to judge the responses against and find the venues that stand out above the others. Operating cash registers. The majority of event professionals concur that using online RFP tools leads to getting better deals, citing faster turnaround, lower prices, more options and ownership of the process as main advantages of using such technology. The sharing economy has shaken up the venue and accommodation landscape giving access to unique properties, great value deals, home comforts and something truly unique. Best practice to get the most from venue RFPs: Event planners are increasingly turning to online tools to research venues and to request RFPs. So take the time to visit a venue before booking the space. The survey shed light on what technology makes event professionals tick. This is particularly important as it allows an actual cash value be given to “concessions”, the in-kind discounts where the destination or venue waives its right to charge for a product or service, bringing significant savings to the event budget. Headcount? Do they have rigging points in the ceiling designed to hang equipment from? Anonymous. Online RFP tools can also help with some of the biggest frustrations venues have when negotiating with event planners including event planners not giving enough information and not keeping venues informed. Make sure that you know at least an accurate estimate (it can be a range) of the number of guests as this will immediately limit your venue options. Online RFP is used only by 40% of our sample. Our survey highlighted how important personal recommendations are so online feedback can help reassure or warn an event planner before making a big financial commitment to use a venue. Early or late access is something which can be hugely beneficial to an event planner while often not costing the venue anything at all. Lawyers are paid to write contracts that protect and reflect the best interests of their clients so naturally the venue contract will always be slanted in the venue’s favor. The only checklist you need to source the perfect venue for your event. Finally, when worst comes to worst – you can’t be in two places at once to monitor and fix the situation. Are there going to be fees or charges for doing so? For a laser focus on venues, we also conducted separate research, focused purely on venue negotiation, with nearly 750 respondents. Plus, at any time, what was once innovative can become mundane as more people embrace creative venues. Here are some ways you can use a familiarisation trip to ensure you are making a solid venue choice: Event planners are often looking to find a true event partner, focused like you on delivering an exceptional event experience, rather than just a business transaction. So beware of free wine and beware of free WiFi. If you think we are exaggerating, read on. 3D tours of venues offer a 360-degree perspective to make better-informed decisions or enable you to ask more probing questions based on what you see. Within some venue finding platforms, you can also integrate your company calendar to ensure no internal diary clashes for the dates you are considering. Event Venue Requirements – Checklist General Name of venue Address Contact person Phone number Hotel category Number of rooms Number of meeting rooms Size of venue Style of venue Is the venue suited to the goal of the event / to the participants? Safety and security requirements for the venue may remain in place for several hours after all spectators have departed which incorporates teardown. The vast majority of businesses require business licenses to operate lawfully. Poor customer service is the most annoying frustration event professionals have with venues, side by side with poor response times (clearly the brainchild of the former). Do exhaustive research - check what rates/prices are in the public domain, online or on-rack brochures. Some online marketplaces include reviews or star ratings. Once you have a good understanding of the following 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. can stadium tours be included at lunchtime for those that are interested? hbspt.cta._relativeUrls=true;hbspt.cta.load(5054093, '661a04dc-eafb-4bf5-9ae8-1bd0199d3337', {}); Permits frequently needed for events include: Events that are held outside often require securing a noise permit. Selecting the right venue is of the utmost importance when it comes to the overall attendee experience. The information could just be missing or incorrect meaning that venues may show up in the search that shouldn’t be there. (Large happenings are worth noting because they will affect space and availability. Others, not so much. Venue evokes emotion, entertains, reflects your brand and ethos of your event. In the proposal, a winning venue option will have demonstrated their enthusiasm for winning your business and securing the event. Event planners need to be able to spot which are the best proposals received and which should be immediately discounted to create a credible shortlist. Normally the event organiser will be required to submit a public liability insurance certificate to the venue where the event is taking place because it’s unlikely the venue will want to cover any claims through their insurance caused by the organiser’s negligence. But remember, excellent negotiators are in it for the long game. If they are well accustomed to hosting good events they should have solutions for everything and want to take a proactive approach to delivering a smooth event. It is fair to say that event professionals want to pay for a service, not for utilities. Smaller venues may not have a formal contract in which case protect yourself by creating one to cover such key points as – access, dates, rates, spaces, liability, insurance, attrition, cancellation. Also, use competitors proposals as a basis for negotiations. 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