The importance of securing the right venue
One of the most important factors that contribute to the ultimate success of an event is planning, and this includes careful consideration when selecting the venue.
Today, most of the venues that are available for functions do provide the basic amenities and facilities that are necessary for an event; however, these need to be checked to ensure that they meet the requirements for the event and have been well maintained. It is easy to draw up a checklist of the basics such as size of venue, different spaces available to accommodate the event, parking, basic amenities as well as access for people with disabilities. It is the more technical aspects of a venue that can be overlooked due to a lack of understanding of what is needed and can ultimately compromise the success of the job impacting greatly on the creative concept sold to the client.
If an event is particularly complicated, additional services may be called for, which could narrow down the search for the ideal site.
A technical team that understands what the client requires, and what is needed at the venue, should be involved from as early as possible in the venue selection process.
For example, some of the more technical considerations include:
We are finding more and more that many clients are trying to save on budget so they are cutting back on many elements. One of them is venue hire and not allowing enough set up time, as this would be an extra venue hire charge. Our teams try to set up as early as possible but this does not allow for any delays or unforeseen circumstances and this has an enormous effect on so many aspects such as loading in, having enough rehearsal time with guest speakers, entertainers, MCs as well as technical cue runs and making sure that health and safety requirements are taken into account.
The best way to decide on the final selection is by going to the proposed site and checking everything personally. At Strike Alliance we accompany our clients to the venue to ensure that the choice suits the concept realistically and within the budget. This will give the planner a better understanding of the venue rather than looking at a brochure. Pre-planning, prep and all-round support is what adds to the eventual success of the event.
For more information, visit www.strikealliance.co.za, call 011 466 9462 or email .
About the author
Leah McCrae is director of Strike Alliance.
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