What time will the cloakroom be manned? Does it offer additional pros such as a wellness program, farm to table menu, or another hot trend your attendees would enjoy? Don’t start from scratch. An eRFP tool can help with this by: Electronic contracts are also becoming more common and are legally binding and faster than signing and returning a traditional paper contract. Are there going to be fees or charges for doing so? Lounge areas with plenty of power plugins, charging stations (including cable-free charging pads), strong WiFi, and other amenities will allow guests to use their own devices in a warm, inviting atmosphere. Negotiating technology in a venue is way more than trying to secure free WiFi although some eventprofs - and even more venue managers - think that this is still the key variable. This will be a strategic imperative in destination and venue negotiation in 2018 as well. Is it covered in public spaces? Can a combination of in-house equipment and hired-in equipment be used to maximize revenues for everyone? Honesty and transparency … That’s key for long-term, trusty relations! How do you know if a venue is going to be able to provide enough bandwidth for your attendees, presenters, and staff? What does a venue require to be labeled as tech-friendly? Like camping, you don’t have all the luxuries of home unless you bring them. For instance, a non-profit dedicated to improving childhood literacy could host their event at a sports team’s stadium with players who support the cause. For instance, some tools will import your event schedule and dates if these are already confirmed and entered onto your event management software, Enable you to give specific and detailed information in terms of the rooms, layout, numbers, timings, venue access requirements, and so forth. After the event, that data can be used to show the ROI of different portions of the event. The questions to ask your venue. use one of the sharing economy sites to protect yourself but access cool and quirky spaces. These may be unused boardrooms in a corporation, a photographer’s private studio or a cool and unusual warehouse owned by a hipster. The meetings and events element is secondary to this core purpose and this impacts on negotiation tactics. Perhaps, in the future, we will see more computerized space management systems that allow venues to publish their available space, dates and rates and facilitate direct bookings without a middleman? They nurture relationships because ultimately people buy from people. Events are increasingly more about creating wow factors. Once you’ve got all that equipment in the air, will you be allowed to send technicians up on lifts to adjust it? Aside from our venue checklist, you may also download our Event Checklist for listing needs sample for an entire event rather than just one aspect like the event’s location. Perhaps the most important gauge of a forward-thinking venue is how flexible and accommodating they are. Eventprofs are a friendly, open community generally ready to share with others. The major factor impacting on the final decision remains the negotiated rates. Find out who is responsible for changing the displays, and how quickly they can be changed. Within some venue finding platforms, you can also integrate your company calendar to ensure no internal diary clashes for the dates you are considering. An inexperienced or nervous planner, however, guarantees 500 and stands back powerlessly as 30 meals go unconsumed. Or, you put in the size of your space to determine the maximum number of guests you can invite. As event professionals, we desperately want to be known for our innovation and creativity but a key aspect of our true value lies in our ability to marshal the numbers and march them into a shape that corresponds to the available budget. If located in California read below: “California Seller’s Permit: If you are doing business in California and intend to sell or lease tangible personal property subject to sales tax sold at retail, you are required to have a seller’s permit and prominently display it at your place of business.”. Happy days. Where it is the external venue it is the degree to which we have control and shared responsibility under WHS legislation that defines what level of event safety assessment needs to … Take note how busy the car park and lobby area is and check exactly what is happening in the building on that day. Free download: Event Planning Venue Checklist. Whether that's to have fun and energize, deliver important messaging, to network, to celebrate, or to educate. 170 respondents shared exciting insight into what they see as the future. Number of Guests The number of guests affect your event seating plan. Consistently this is the most quoted approach event professionals have to get the best deal. There are some vital checks and telltale signs that can reveal whether this is a good venue to work with. Most accommodation suppliers will offer 8%, but depending on supply and demand, this can go to 15%, sometimes even 20%. Online reviews and ratings of venues from event planners that have used them can be extremely insightful in terms of flagging things to be aware of and areas for potential negotiation. Although search engines and online listings are helpful to their research when it comes to booking 90% of planners prefer to do this directly with the venue. Event permit requirements vary from city to city, so it’s really important that organizers look at the town/city ordinances where the event will be held and make sure they apply for a special event permit in time. 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