Thirty Questions to Ask in Picking the Right Venue to Host Your 2005 Event, Conference or Meeting: How To Determine if the Event Site is Truly Event Friendly

Shopping for the right event site can be a daunting task, however, it's an essential action step in planning a special event, meeting or conference. And most planners will probably agree that picking an event friendly venue has to go beyond one with 'friendly and professional staff with one stop shopping.' Selecting the right venue for your functions involves addressing many questions -- in particularly while conducting a site inspection of the premises. After answering 30 questions, you will have a better idea if the venue is truly event friendly.

(PRWEB) December 11, 2004 -- Shopping for an event site can be a daunting or grueling task, however, we all know its an essential action step in planning a special event, meeting or conference. The scenario typically involves the client, event planner and their production team members visiting several venues. Upon their arrival to each location, they are greeted by the venues friendly and courteous staff, which then dazzles the group with an overview about the property.    

Venue amenities run the gamut. There are event sites with crystal ballrooms, pristine atmospheres, breathtaking architectural structures and beautiful vistas overlooking golf courses, city skylines, lakes and oceans -- all exceptional selling points attractive to a planner. There are the impeccable venues in the most convenient locations, some near popular tourist attractions, and some with well-known celebrity chefs. And while many clients are thrilled with all of these amenities, its the astute event producer and production team members that have come to realize there is something much more important. These event professionals ask themselves: Is the event site truly event friendly?

A vast percentage of venues define event friendly as a facility that can be flexible to meet varied event needs. It also means staff are professional and will work cooperatively with the program sponsor to maximize the potential in their facility, while assisting the planner in making their program an overwhelming success. An example includes the ability and willingness to negotiate any aspect of the event contract. Another percentage of venues defined event friendly as 'one stop shopping.' That is to say, the venue is self-contained with its own state-of-the-art audio visual, catering and convention services departments, as well as provides added value benefits. Examples of these benefit services include facilities that provide on-site computer labs, floral arranging, green houses for bridal party pictures and shuttle service to nearby tourist attractions. And lastly, other venues described event friendly as offering guests a casual setting in a professional atmosphere. The staff is very flexible; have creative ideas to share, offer exceptional customer service to clients and are adaptable to any necessary changes.

We probably all agree those definitions are essential in determining whether a site is event friendly, however, from the planner, producer and supplier perspective, the criteria can't stop there. An event friendly site has to encompass much, much more.

With so many facilities to choose from and each one has its own story to tell, how do you know which venue will be most ideal and suitable for your function? It's like shopping around for a car," says Greg Jenkins, partner of Long Beach, Calif.-based award-winning event planning and production company Bravo Productions. Many automobiles have a shiny exterior and luxurious leather interior, but does it really address your transportation and passenger needs, as well as your own sense of taste and style?"

Jenkins recommends that you make a list of several venues that might be suitable for your function and then narrow your focus after addressing many questions on your site inspection of the facility, including these 30:

1) Is the date and time available for your event?
2) Can the venue adequately and comfortably accommodate your attendees for the type of function you would like to host?
3) What is the seating capacity and total room capacity, taking into consideration columns and other obstructions?
4) How much usable space is available if you add a dance floor, staging, audiovisual screens, exhibit displays, décor and props?
5) How much time will you be allowed to set-up your event? Is another group booked in the space prior to or after your function that may have an impact?
6) Is there another group booked in the venue at the same time of your event?
7) How easy is it to load in and load-out your equipment, décor, displays, technical equipment, etc.?
8) Is there ample electricity all around the room, and are the in-house lights adjustable and on one circuit or are they on multiple circuits?
9) Are the ceilings high enough, and is the overall ambiance right for this particular function?
10) What type of equipment, business services and labor does the facility provide and what, if any, are the costs considerations?
11) In the case of museums, can you bring in your own caterer or do they have a preferred caterer that you must use?
12) Can the venues chef customize a menu to fit your specific taste?
13) How promptly does the facility respond to phone calls and will you have a single point of contact?
14) Does the facility have a reputation for standing by their promises?
15) Is your single point of contact at the venue knowledgeable about union rules and the facilitys regulations?
16) Can the facility provide you with a layout of the space for your function to show how the room will be configured?
17) What is the venues contractual terms and cancellation policies? And does the venue    have adequate insurance? Are the venues overall policies in line with your events specific needs?
18)How much will it costs to rent the space, as well as for food & beverage, facility labor, union labor, drayage, the shipping and receiving of goods at the venue, etc?    What are any possible additional charges, including overtime, operation fee, power?
19) For outdoor events that may require tenting, what type of permits will you need and how much will it cost?
20) Does the facility have adequate parking to accommodate your guests and is there a fee involved?
21) What are the amenities of the facility and do they appeal to your taste? Whats unappealing about the venue?
22) Does the facility comply with the Americans With Disabilities Act (ADA)? Is it handicapped accessible?
23) Are there attractions or 'things to do within walking distance of the facility that will appeal to your attendees and help make the venue more attractive to your audience?
24) Does the room have an existing sound system and theatrical lighting or is it something you may need to provide?
25) In the case of parks and beaches, are alcoholic beverages allowed?
26) Are there noise restrictions? For example, many outdoor establishments requests that the music be discontinued at certain time.
27) Is the rooms climate control easily adjustable? Can the venue control the heating and air conditioning to make your guests comfortable?
28) Are there specific safety factors you need to consider at the venue such as sloping ramps, inadequate lighting in stairwells, lack of security cameras, etc.?
29) In the case of outdoor functions are there sprinkler systems that are timed to go off? Are there trees or seasonal blooms in the area that attract particular insects?
30) On a scale of 1 to 10, how would you rate the overall venue?

While one planner may be drawn to remote conference centers in the mountains with great opportunities for team-building and recreation activities on-site, another might gravitate to major airport properties which are conveniently located for the ease of traveling attendees. I personally enjoy working at off-premise event sites for uniqueness, however, the deciding factor in picking the right venue to host a particular function would largely be based on my answers to these questions, as well as which venue would best serve the needs of any given client," said Jenkins.

Tips by: Greg Jenkins, partner of Bravo Productions. Bravo Productions is an award-winning, full-service event planning and production company specializing in staging corporate functions nationwide. Headquartered in Southern California, Bravo Productions also has regional offices in Las Vegas, Washington state and Colorado.

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