If a tool didn’t work for you 2 years ago, or even 12 months ago, it is probably worthwhile investigating new and improved solutions as the landscape and capabilities will probably have changed completely. (These will need special accommodations like the registration area. … Finally, there are the venues that make your audience stand there mouth agape at your venue selection. Event venue design trends. It also gives an insight into different event layouts, the versatility of the venue and what can be achieved. Look at the behind the scenes areas, such as the delivery area and backstage, to check that they are well ordered and tidy. If they cannot deliver on something you have requested in the RFP they will offer alternative solutions or options, just as any event planner would. A Request for Proposals (RFP) is often issued to get costs and detailed information back from a shortlist of venues you have identified. No event planner wants to work with a venue where the rooms are miles apart or on different levels and venues have been known to gloss over these details to try and fill their remaining stock around other already confirmed bookings! This means a venue manager may be able to award points without reducing the overall value of their sale (which, ultimately, would impact on their bonus structure). ACCESS What time can you have access on the morning of the event? DSL lines will only work for very small events – you need at least fiber optic or coaxial cable, Look for enterprise-grade WiFi access hardware from the likes of Cisco, Xirrus, Ruckus and Aruba mounted at 1m – 2m height for maximum coverage, Make sure you have separate Virtual Local Area Networks (VLAN) for attendees, live streaming, exhibitors etc, When inspecting a venue, take note of the location, and, Check if the venue offers conference tables and other, A word of warning when it comes to power, though - many facilities will not only charge you for “special” power drops but will also charge for the use of standard power outlets in the walls or floors, others will run an actual power meter on your event, keeping track of how much power you consume, so it’s important to make sure you. “, Lorraine Mariella CSEP, CMP solemnly concludes: “In the future, we will look back and laugh at the fact that venues charged for WiFi.”. When an event planner has a shortlist of venues that are being considered, the next step is to have a venue site visit, or show round. A venue of the future will always be customer focused, right through the sales and negotiation process, the planning process and to the live event itself. It shows that you have thought about all the key health and safety aspects related to your event. Do you have more tips and advice to add about selecting venues and negotiating? An event planner will be able to assist you with logistics or any other requirements that you may have, particularly with regard to seating arrangements, specific catering requirements, furnishing, and more. Some tools are more comprehensive than others, but having search filters is a great time saver identifying potential venues rather than trawling through websites or phoning venues to find specific information. Additionally, I urge venues never to present an in-house service provider on a site inspection without advance notice. Step 1: Understand why venue selection is important for your event, Step 3: Learn how to choose venues successfully with this RFP Strategy, Free download: Venue Request for Proposal (RFP) Checklist, Step 4: Know what to expect from a winning venue proposal, Step 5: Identify what you should really be inspecting on venue site visits, Step 6: Find out how to negotiate better venue rates, Free download: Tactics For Better Venue Negotiation - A Quick Reference List for Event Planners, Step 7: Clarify important questions with the Venue BEFORE You Sign a Contract. The next item on our venue technology checklist might be surprising to some: be sure to inspect any staging you might be getting from your venue. 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