Questions to ask Prospective Locations

Once the event has been planned, and the organizer knows exactly what is required of the venue (food & beverage, number of meeting rooms/ball rooms/auditoriums/exhibitors’ space, audiovisual, furniture, parking, transportation, accommodation, entertainment, etc.) and at what times, create a checklist of questions to be asked and record the answers, as they will be a useful reminder when it is time to make the final decision about booking the event location.

Is the location available on the date(s) of the event? This may seem fairly obvious, but good event locations can be booked as far as two years in advance. It is also important to check that there is set up and tear down time included in the reserved time block. Some venues include this time in the basic rental; others will require an additional fee.

What is the venue’s capacity?
Find out the maximum legal capacity of each room required for the event. Better venues will also have suggested “comfort” capacities, depending on the configuration of the event. An interactive meeting or training session will require more square footage for the same number of people than a speaker or lecture event, where the seating is in tight rows.

Legal capacity is usually based on two factors; fire codes and washroom restrictions. The fire code is unchangeable, but a venue with insufficient washrooms can add capacity by renting portable washrooms. If possible, book the more upscale trailers, rather than the plastic washrooms found at construction sites.

Has the venue previously hosted similar events?
Talk to the location’s booking manager and, if possible, floor manager, about the type of events they have experience with. How big were they, what was the maximum number of people they handled at one time, what are potential problems and what are their suggestions for mitigating them? Ask for references from other organizations who have held similar events (and check them!). An informal talk with some of the site’s suppliers can also yield valuable information on how easy the site is to work with.

Are there any zoning or noise restrictions?
Some venues, especially the more unusual ones, may be in neighborhoods where there are noise and parking restrictions. Other issues may include visible signage, night lighting levels, balloon use, open flames, et cetera.

Does the venue have ongoing permits for food & beverage use?
Depending on the chosen location, it may be necessary to acquire food & beverage permits for the duration of the event. The location manager may do the footwork on this, or it may be up to the event organizer to contact the regional authorities. There may be associated staffing with permits, such as emergency first aid tickets or Serve it Right certificates. Knowing this information well in advance can prevent serious problems on the day of the event.

Are there any restrictions on the venue itself?
If the site is gallery, historic building or a venue that normally has another purpose, there are usually contractual specifications as to how the space can be used. The limitations will be different, depending on the venue. Some areas may be off limit, food and beverages may be forbidden in certain rooms, et cetera.

Are there renovations planned just before, during, or shortly after the event date(s)?
Many venues will still try and generate revenue during a renovation. The space may be available, but it might not make the desired impression if attendees are walking through clouds of dust, scaffolding, tenting, and construction noise (which will be at its worst during day time events). If, for example, the favourite hotel is planning a renovation before the event, but says that it will be finished before the date, remember that renovations often run well beyond the stated dates. If the decision is made to risk it, negotiate (and get in writing) a contingency discount if, in fact, construction is still ongoing.

What insurance does the venue carry?
Some venues have ample coverage, but many will require that the event organizer take out a policy to cover possible contingencies. Ask for a copy of the venue’s insurance coverage, as it relates to rentals. Check the expiry date. If it expires before the date of the event, assign a reminder to check that it has been renewed. A temporary insurance policy can be purchased by the event organizer; it should cover possible damages to both the location and to attendees. If the event has booked transportation, such as motor coaches, a special train, or air travel, it may be necessary to purchase insurance above and beyond that of the transport provider, depending on local laws.

Are tables, chairs, podiums, stages, easels, carpeting, etc., included in the rental fee?
Does the venue have furnishings included in the general price? If so, how many and what kind? An all day event that is mostly seated will justify the cost of renting comfortable chairs if the venue’s seating consists of unpadded or folding chairs. What shape are the tables? Round tables are more congenial for interactive seminars and meals. Rectangular tables work better for class room style events and exhibitors’ needs.

Is there furniture that needs to be taken out?
Depending on the venue and the nature of the event, there may be furniture and décor items that need to be removed. There are extra costs associated with this, especially if there is no onsite storage at the venue, as a truck, movers and storage space rental will be necessary.

Are linens, dishes, glasses, cutlery, and table decorating furniture part of the price?
Some sites will already have these items and include them in the price of food & beverage contracts; in these situations, the catering needs are being met by the venue or one of their contractors. A few venues that do not generate revenue from food & beverage service, such as community halls, churches, and civic facilities may have a limited supply of these items that can be used by anyone renting the space.

What is the lighting like?
Find out if the lighting can be dimmed, if certain areas can be spotlighted, and if there are colored gels available. If there is track lighting, check to see if it is adjusted by computer, or if the directional changes must be done manually. If it is manual, find out if the ceiling height permits a ladder, or if a lifting platform will have to be brought in.

What are the sight lines like?
If a speaker or presentation is part of the event, it is important to know if there are columns or ceiling hangings that will interrupt the sight lines of the attendees. If so, try and arrange the seating so that the disruption is minimal.

Is there a kitchen and, if so, what are its capacities?
If food service is part of the event, a kitchen is useful—although more established catering companies may have “portable” kitchens, as do all film catering companies. Find out if the kitchen is large enough to prepare, store, and serve the required appetizers and/or meals. Is it close enough to the site where food service will take place that hot items will stay hot during transportation? If not, the caterer will need to plan around this issue. When an outside caterer is used, a site tour should be done well in advance with the catering manager and the event organizer to look for any possible problems; sufficient electrical outlets, large enough ovens and fridges to fit the caterers pans and trays, parking and loading, et cetera.

If the event is being held in a restaurant or hotel, ask if there is a dedicated kitchen and staff for the event’s food service. Preparing meals for 200 people at the same time requires different staffing, timing, and equipment than serving the same number of people staggered over a couple of hours.

How many washrooms are there?
The number of washrooms and their condition can make a surprisingly strong impression on attendees. For seminar and speaker events, where there will be “rush” times for the bathrooms at the end of a session, it is important to ensure there are enough washrooms. If the gender bias of the event is heavily female, allow for that in the washroom distribution, as women typically require more time per stall visit than men do. Check the wheelchair accessible washrooms to ensure that they meet functional standards in terms of size, sturdy grab bars, etc.

The condition of the washrooms is also important. Complaints about dirty or poorly supplied washrooms leave a negative, lasting impression, as they give the impression of neglect and lack of attention to detail. If possible, do a site visit during a similar event to the one planned. Check to see if they are kept clean on an ongoing basis or if extra staffing will need to be allotted for that function. Are they restocked throughout the event? Do they smell fresh? Are all the stalls in working order and do all the door locks function? Have they been renovated?

Depending on the type of venue or the mood of an event, the washrooms may provide such amenities as freshener stations, styling products, a hair dryer, perfumes, disposable tooth brushes, and an attendant to dispense towels and toiletries. If a bathroom attendant is present, it will be necessary to put a gratuity allowance into the event budget and post a sign in the washroom informing guests that tips are already included as part of the event.

What staffing is included in the rental?
The venue, especially a hotel or restaurant, may include most of the staffing needs within the rental. Otherwise, staff or volunteers will probably be needed for set up, registration, coat check, food & beverage service, clean up, audiovisual, take down and more.

If the site is providing the personnel, find out how experienced they are, if they are regular employees, at what point overtime hours kick in, and how many will be assigned to each staffing area. For example, one cook and two waiters will not provide a satisfactory experience for 200 guests at a sit-down banquet.

Is the location unionized? And what does that mean in each particular venue?
If a venue is unionized, there a few things an event organizer will want to know before booking the site. What are the minimum hours per shift and when does overtime begin? Do staff have strict job descriptions from which they cannot stray? A conference at a university started almost two hours late because the employee contract stated that tables could only be moved by union staff and that each corner required one person. Finding four people whose job description allowed them to move the three tables took some time!
Does the union currently have a contract and, if so, will it be up for negotiation in the months before the event? A union venue without a contract or with contract negotiations on the horizon can mean a strike. Even if the organization is willing to hold the event in the location and outside staff can be found who are willing to cross a picket line, most event attendees will find it an unpleasant experience to navigate through a line of protesting staff.
On the plus side, a unionized venue that specializes in events often means long-term, experienced staff who take pride in the quality of work they provide to the conference, gala, exhibitors, wedding, et cetera.

Does the venue have an established catering contract?
Some sites will require that any food & beverage needs be provided from either their own catering department or from one that they have a contract with. The advantage of this arrangement is that the caterers are familiar with the venue and know how to work around any shortcomings. The disadvantages include limiting the type of food provided (a real problem for events that have an ethnic aspect) and that there is little room for the contractor to negotiate a better price, as they have no competition.

 

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