VENUES AND SITES

CHAPTER 3:

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:

Venue-used mainly

for built structures.

Site -used for outdoor spaces.

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.

Thank you!!!

Submitted to:Dr. John V. Padua

Submitted by:Cabug-os, Jessica Colongon, Diana JoyJacobe, LouiseMusni, Julia Angela