module 4 lesson

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Module 4: Location, Location, Location

Online Lesson

Site Selection

As in real estate, location (site selection) is a crucial aspect of a successful event.

Match your site to the type of event!

Ice Hotel

Restaurant Venues:

Obtaining the correct ambiance for an event, may make a restaurant an excellent choice. But it is usually in the negotiations that make this possible for many businesses. Points to consider:

	Post signs announcing the closed date in advance.
	Prepare reminder table toppers during the week of the event.
	Post "Private Party" signs the day of the event.
	Alert local concierges at local hotels that the restaurant will be closed for this event.
	Hand out complimentary beverages or appetizers to any walk in customers to apologize for their inconvenience.
	Notify surrounding restaurants so they may be prepared for larger crowds.
	Set up transportation shuttle to another restaurant.
	Have staff in parking areas to advise guests that the restaurant is closed for a private function.
	Check with local fire and police authorities about local codes.
	Have staff at the restaurant to ensure the agreed upon closing time is enforced.

IF the event is in a mall:

	If the restaurant is in a mall, contact mall management for any restrictions that may apply.
	Inform mall tenants about the special event.

Set-up and Break-down times

Be sure you have adequate time to set-up and break-down your event. Make sure these times are in the contract.

Know what is in your venue prior to your event, and that a suitable time buffer between the pervious event and yours.

Ensure that the prior event is informed of the following event and the move-in and move-out times.

Outdoor Event Considerations

When selecting an outdoor venue be aware of:

	Average weather conditions (temperatures, rain, snow, hurricanes, etc)
	Direction of sunrise and sunset
	Back-up heaters for cooler climates
	Indoor back-up venue

Out-of-Country Events

Travel Considerations include:

	Will guests need overnight airport accommodations?
	Are there direct non-stop flights to your destination?
	If there are layovers or plan changes, how long is the wait?
	Does the travel time justify the length of stay?
	How long is the trip from the airport to the hotel?
	Does the hotel and destination meet all of your needs?
	What accommodations to the schedule will need to be made to allow for travel fatigue (jet lag)?

Grand Palace-Thailand

To begin planning an event, prepare a program outline (see Below).

Program Outline	Day 1	Day 2	Day 3	Special Notes
Breakfanst
Morning Activities
Lunch
Afternoon Activities
Cocktail Reception
Dinner
Evening Activities

Location Requirements:

	Conduct a visual walk through of the venue.
	Determine space requirements.
	Include advance set-up space.
	Dressing rooms (if necessary).
	Begin preparing the budget.

Not all fund raisers make money!

Hotels: Provide guest rooms and function space. They are convenient for the guests since the function is in the same place. This also eliminates transportation expenses.

Conference Centers only provide function space. So room expenses will be negotiated with local hotels separately from the event location. There may be more additional charges at a convention center (unloading, carpeting, clean-up etc.).

Examples of Additional Charges:

	Tables and chairs
	Bringing in items for the event.
	Clean-up
	Overtime
	Preferred businesses list?
	Electrical power

Additional Information

	Are staff union or non-union
	How are these costs going to affect your labor costs?
	When are labor contracts being negotiated with the unions? (Strikes)
	Are any re-modeling or renovations planned. How could they impact your event?

Restaurants, Private Venues & Catering

Questions

What time would you have access to the facility?
Is that enough time for you to set-up?
Will any furniture need to be removed?
What extra costs would relate to removing the furniture?
Will you need to provide a clean-up crew before-during-after the event?
What is the legal room capacity?
What is the zoning? Are there any restrictions or regulations that would affect your event?
Are there any noise restrictions?
What insurance do you need to protect you, your guests and the facility?
What restrictions would you need to work around?
What need to be brought in?
How are the sight lines?
Where are the kitchens?
How large are the kitchens?
Are there enough utensils and enough staff to replenish them?

Accept quotes from caterers ONLY IN WRITING! And the quotes include: menu selection, quantity, price, taxes, delivery, and the number of experienced staff they will be providing. Also, number of hours contracted for (preparation, arrival time, and clean-up), their staff responsibilities (taking and serving drinks, serving and clearing tables, clean-up and dishwashing).

Have you considered hiring professional help and include the cost in your budget?
What are the dishes, glassware, cutlery at the venue like?
How many bathrooms are available?
Is there a stall break area away from the event?
How experienced are the staff?
Have they handled events of this nature before and how large were they?
Have you, the special event planner, handled events of this nature before?
Are there any things that should be put away?
What are the fire and safety regulations? What permits do you need and what permits would the facility need to obtain?

Theatres

Additional Considerations:

	Find out the true capacity of the theatre and are any seats obstructed?
	Be sure fire exits are clear.
	When can you begin your set-up?
	Staffing costs from the theatre?
	Check on film rights.
	Use of the marquee or red carpet?
	Mass arrivals.
	Transportation and traffic control?
	Make sure the lobby area and bathrooms are clear until guests arrive.

Tents

Tents can be used to create a main venue or provide additional space for concessions, shade, alcohol/smoking area etc..

Allow 20 square feet of floor space per person to calculate the size of the tent required for your function.

Types of tents:

	pole tents - have higher peaked ceilings.
	framed tents - have higher installation costs but provide more structure.

Additional Considerations

	Check the tent quality & color and personally inspect all tents.
	Check to see if the tent will work for your venue (concrete or asphalt area will not allow stakes for a tent).
	Accurate measurements must be taken in the venue area.
	Be sure you have permission to erect tents.
	Always anchor your tents.
	Is there electrical hook-ups or will you need generators?
	How many days will it take to set-up the tents?
	Will you need additional security for night time?
	Will you need flooring, lighting, air-conditioning or heaters or ceiling fans?
	What type of sidewall will your tents have (transparent, canvas or screen)

Have one bathroom for every 75 guests. Upscale bathroom trailers are preferred to port-a-potties. Separate facilities are preferred for men and women.

Make sure to have copies of your contracts and permits at the event.

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