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Location
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Picking the right location for an event is essential. Whether organizing an international conference/exhibition or a company retreat for middle management, the right venue can make an event. Conversely, the wrong site can ruin it. There are many variables to think about when choosing a location.
Consider the nature of the event. How many people are expected? Will it be formal or informal? Is it a traditional awards banquet or a cutting edge IT launch? Does it span a couple of days and require morning, afternoon, and evening venues? Is it inside or outside? How versatile should the location be? Does the event require a “wow” factor?
At the time when the location search begins, the event’s objectives, budget, and date should already be set. They will be the three biggest factors in the site decision; food and beverage issues, technical requirements, transportation, accommodation, and entertainment may also come into play.
It will be helpful to create a planning chart with a rough outline of the needs of the specific event. This is used to ensure that prospective locations can supply all the factors necessary for a successful event, whether it is an international trade show or a staff appreciation outing.
| Day Number ___ | ||||||
# of Rooms Needed |
Exhibition |
Food& Beverage Needs |
Audio/Visual Needs |
Transportation Needs |
Accomodation Needs |
Entertainment Needs |
Create a chart for each time block of the event; per day, per morning, afternoon, and evening. This should be on hand when looking at possible venues, so as to keep the information that is gathered easily accessible, especially if the decision on the location will be made by more than one person.
When the location has been narrowed down to a few potential sites, it is a good idea to visit them. If this is not possible (i.e., locations are too far away and airfare is not in the budget), then ask for schematics and photographs of the venue both in use and empty. Check independent online reviews, including the Better Business Bureau’s site, of any facility under consideration.
| Previous Page :Common budget items | Next Page:
Different Types of Locations |
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