Square Footage & Extended Venue Use Time
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Once the technical floor plan has been made, it may become obvious
that the space is no longer large enough for the expected number of
attendees. At that point, it may become necessary to book a larger site,
with the resulting extra costs. Conversely, the decision to stay in
the venue and reduce the number of attendees may also negatively impact
the budget in the case of revenue generating events like seminars and
trade shows.
Technical setup needs may also require an earlier entry and later departure.
The rental companies
should supply the event
coordinator with the length of time needed for setup and take down (often
called “striking” in the contract) of equipment.
It is then necessary to check if the venue is available for this extra
time and if what, if any, extra charges there will be.
| Ottawa Conventions.com
Event Planning 101
Chapter 4: Technical/Staging Requirements & Considerations
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