module 7 lesson

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Module 7: Venue Requirements

Online Lesson

Staging, Audio-visual. Lighting

Details, Details, and more Details

Room requirements:

	What is the facility capacity?
	Do you need extra space for displays or other set-ups?
	Do you need a sound booth?
	Do you need a dance floor?
	Do you need a stage?
	Are you using AV or projection equipment?

A room should be comfortably filled, vibrant and alive. It is better if the room is too large instead of too small. The size of the room can be reduced by creative decorating.

Tlingit Performance

It is better to seat eight comfortable at a ten person table or ten at a twelve and so on.

Space Requirements:

Type of Event	Space Required
Cocktail Reception	8 square feet / person
Cocktails with Food Stations	12-15 square feet / person
Seated Dinner	20 square feet / person
Dance Floor	3 square feet / person 20 square feet / instrument

Move in Considerations

It is important to know the following information about your facility schedule prior to your event:

	when are the previous occupants tearing down and moving out?
	What are they tearing down and moving out?
	Are any delays expected?
	When do you have access to the room?
	What other events are moving in and setting up the same day?
	Are there any conflicts with other competing events?
	Are there any other events scheduled at the same time as your event? When will they begin and end?
	Will the other events be taking any scheduled breaks that may conflict with your event?

Airwall: the retractable wall that divides the ballroom into smaller rooms or sections.

Noise Factors

	Check the room with the airwall in place to see if the noise spills over from the other room.
	Check for the time and day for outside noises.

Always work with a detailed floor plan. Have the facility provide a layout based on your event.

Other Considerations

	Is the facility unionized?
	How high are the ceilings?
	How are the sight lines?
	Will your event use one or more stages?
	What is the size/height necessary for the stage?
	Does the facility offer any special effects?
	What are your staging costs?
	What decorations will be on the stage?
	Will there be draping on the stage?
	What are your audio-visual requirements? Will they need front of the room booths? How much time will be required for set-up and break-down?
	Will any presentation be in more than one language?
	Will any rehearsal time be required?
	Are there any room cleaning fees?
	What is the access on and off the stage?
	Are the stage stairs lit?
	Is the stage wheelchair accessible? (ramp)
	Any special equipment needs for unloading and loading staging?
	Did you include crew meals and breaks in the budget?
	Any special lighting required? How much time will be needed for set-up and tear-down? Any additional space required?

Room Requirements

	Is the room carpeted?
	Do you require a dance floor?
	Does the facility have a permanent dance floor?
	Is there a rental charge for the dance floor?
	Are there any major displays? Can the display be set up in the allocated space?
	What are the fire and safety requirements?
	Will the airwalls be used? Are they manually and automatically operated?
	Are there any special effects?
	What space is required for the entertainment?
	How will the room be set-up?

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