Date post: | 05-Aug-2015 |
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Business |
Upload: | dr-john-v-padua |
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OBJECTIVES:
* Difference Between Venue and Site
* Venue or Site Requirements
* Aspects of an Event
* Requirements of all Event Stakeholders
* Venue Information Sources
* Site Inspection--- Conference, Accessibility, and Outdoor Events
* Fitting Events with Audience Profile
* Venue Safety
* Confirm Venue or Site Arrangement
* Venue and Site Selection Process
At the end of the report, the students are expected to understand the following:
2 Main Considerations in
Evaluating a Venue or Site:
• Functionality of the venue.
• Suitability of the site for the creative purpose.
Creative theme of image required.
Estimated number of attendees. Audience composition Facilities and services to be
provided. Staging/competition
requirements. Budget parameters Location Capacity of site or venue Timing Accessibility
Aspects of an event that must be taken into
account when developing venue or site
specifications:
The requirements of all stakeholders also need to be considered. Stakeholders might include:
1. Attendees/delegates/guest/spectators2. Host organisation3. Sponsors4. Contractors 5. Emergency services6. Regulatory authorities
Venue information sources:
• Local/regional/state tourism organisations
• Convention and visitor bureaus.• Venue publications and directories
• Destination brochures • Trade journals
• Internet searches
Site Inspection---- Conference
Registration Desk Display Screens Staging Data Projector DVD Player Remote Controls Overhead Projector Extra Lenses and
Bulbs Laser Pointers Projection Screens Projector Trolleys Whiteboards Flip Charts Lecterns Speakers
Audio Equipment Laptop with
Presentation Software
Sufficient Power Supply
Accessible Power Cutlets
Extension Cords Lighting Effects
(including Dimmer) Microphones and
Stands Radio Microphones
(handheld and lapel) Technician on Site
All elements of an event need to be itemized to ensure that even the smallest detail is
given attention.
Site Inspection---- Accessibility
The Western Australian Disability Services Commission provides a checklist for creating accessible events which
covers invitations and promotional materials, external access, internal access, communication and function
space requirements.
Way-finding Transport Parking Footpaths Ramps Stairways Lifts Surfaces and
Finishes
Entries and Exits
Doorways and Doors
Toilet Facilities Emergency
Provisions Signage
Site inspection---- Outdoor Events The significant considerations include:
Access for emergency services
Public Access Service Access
and Loading Docks
Parking
Public Transport Power Supply Portable Water Sanitation
Fit with Audience Profile-An overriding consideration in the choice of an event venue is the fit with audience needs.
-Being constantly mindful of the event purpose and the needs of the event audience is necessary
throughout the venue selection process.
-Safety is a crucial issue.
-There are no short-cuts or savings in the area of venue safety and attention to detail is essential.
Venue Safety
Venue and Site Selection Process:
1. Research potential venues and sites using
appropriate information sources.
2. Compare environment and
services offered with event specifications
3. Evaluate venue and site capacity to deliver a range of quality outcomes
4. Negotiate and liaise with venue and site
personnel
5. Identify risk management issues
associated with specific venues and
sites
6. Assess the need for tentative
bookings and take action promptly
7. Coordinate multiple site or
venue selections when required in a
logical manner.
8. Provide clear and accurate briefing on
venue or site options to key stakeholders.
9. Provide recommendations
and rationale.
10. Gain appropriate approval and confirm
agreements.
Confirm Venue or Site Arrangements:
- On completion of the investigative and evaluation phase, and with approval from stakeholders for a site or venue, arrangements must be confirmed in writing with the venue provider.
- The contract may include estimated numbers, facilities and services to be provided, audience or delegate profile and location, event theme and image, and of course the budget.
- On finalisation of the contract, it is necessary to draft the physical dimensions of the event in order to develop more detailed equipment specifications.