Event Planning Chapter
Main Topics
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If guests are arriving and departing in their own vehicles, the parking
experience will be both their first and last impression of the event.
Research the location’s parking challenges and plan accordingly.
Ensure that there is sufficient parking, that is close to the event,
and that it is reasonably priced. If a location cannot provide this,
and creative alternatives are not within the budget, it may be necessary
to look for a different venue.
Typical concerns around parking include:
- Closeness of the lot(s) to the venue
- Amount of parking spaces
- The cost to the event organizer and/or guests
- VIP parking
- Municipal parking regulations and permits
- Lot security and related staffing costs
- How to get to the parking lot
- Time that lot opens and closes (for an extra fee, lots will operate
during their closed hours)
- Type of payment—coin, attendant, credit card or debit card—which
can impact on the time line guest arriving at an event
- Competing events that may use the same parking spaces (sporting
events, concerts, film shoots, etc.)
- Wheelchair accessibility.
A forward thinking event
planner will check on whether the parking is within walking distance,
what shape the sidewalks are in, whether the area is well lit and secure,
et cetera. If the event is formal, will there be a problem for guests
wearing heels? Is the event being held during a season when the weather
is unpredictable? If it seems that there are barriers to the guests’
enjoyment of the evening, try and budget for some shuttle
vans to go back and forth between the parking and the event.
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Event Planning 101
Chapter 5: Transportation
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