Site Survey Check List
Site Survey Check List
Event Planner Check List
Many event planners are tasked with being part of the site selection process for an event. Most good Meeting Planners and Independent Producers will bring in a Producer early on in the process. It can save big money for your client. In fact, a good Producer can be worth more than their fee, if brought in during the venue selection process!
Some of the check list items help rule out a venue even before bothering with a site visit. Some will help solidify it on the list before entering into contract negotiations..
Here are a few of the many items an Event or Meeting Planner should consider and explore during the venue selection process for Site Selection:
As a general rule, remove any 'Exclusivity' language regarding Audiovisual vendor from the contract with the venue. Exclusivity contracts have been attempted for years with varying degrees of success. Nothing about removing the clause prohibits you from using the In-House vendor. Remove it simply gives the planner options. As hotels are eager to book Hotel Room-Nights, and land the event, they are easily persuaded to remove these onerous clauses during negotiations.
Hotels have tried to “insist” on in house AV as a way to increase the amount of profit a hotel can bring in from events. They see it as a profit center. But this only works if the client accedes to the demand. Usually the client and meeting planner don't realize about the AV until it's too late, often well after the venue contract has been signed. Usually, it comes at the point when the event technical budget is being finalized.
The same production from an outside vendor can often cost much less, as the vendor does not have to mark up their show 50 to 100% in order to pay a hotel a kickback or fee!
In addition to informing your client to remove any and all verbiage regarding 'Exclusivity' for audiovisual, Audio, Video, Lighting vendor or supplier from the contract with the venue, the planner should also look for similar language for "Technical Labor" and remove it as well.
Overall venue issues
When you first get to the event site, do two things:
• Get out your cell phone and make a call. Do you have good service?
• Take Pictures.
•Pictures on venue websites are all well and good, however, have conversations with their staff, AND make a site-visit. Things change, pictures may be years old and may not reflect the current state of things!
Meet the staff members who will be working on the event. Not just the sales staff, but also those specific "day-of" people who will handle issues.
•Costs-costs-costs, etc.
•Aesthetic qualities of the property -- is there a "wow factor"?
•Is it attractive and well-kept?
•Size of main room; locations and sizes of secondary spaces, breakouts rooms, office and operational spaces as needed
•Tour special guest room suites if VIP's are attending
•Quality and variety of menus and banquet style options
•Is the room (are the rooms) available?
•Are the spaces you will use available 24 hours? Place a 24 hour hold. Some venues may sell the room for an event in the middle of your event! this can add MAJOR budget issues if the venue asks you to move audiovisual equipment or scenery etc for another event.
•Can the crew be in the building overnight and is HVAC 24 hour?
•Internet Access and Bandwidth costs?
•On-site AV and staff?
•On-site extra amenities: golf? gym? salon? spa? pool?
•what is the quality of any on-site business center, printer, or office equipment rental -- and similar businesses nearby if needed?
•Any labor issues?
•Parking charges, validations etc. (This is extremely important and maybe costly if not planned carefully)
•Other spaces like in-hotel bars or restaurants.
Neighborhood Issues
Walk around the local area and get a feel for the general neighborhood the event is scheduled in. Does the event you are planning fit into the local culture?
•Does your event require any special permitting in the space?
•Are there any major political considerations? Is any major group protesting in the town or state during your event?
•Is there construction in the area?
•Are any major events scheduled? Parades? Political events? Fairs, street races, etc?
•What is nearby? Local schools? Malls? Hospitals? shopping?
•Proximity to an office supply (Staples, Office Max)
Crew Issues
•- If the event venue is separate from the hotel - how will crew transportation be handled?
•Are there local restaurants, delis, convenience stores, etc?
•Schedule food and beverage for the crew, especially for overnight installs.
•Is the venue exclusive on the F&B and if not, what's available locally in the area? Sometimes, the facilities will allow the crew access to the employee cafeteria.
Inside the Room
When scheduling a site survey, get access to back of house and staff-only areas. See their staff at work behind-the-scenes -- especially the banquet staff. If possible, try to schedule a site visit when the venue is having a similar event.
Get a sense of the cleanliness. Are the hallways and banquet stations outside the conference rooms clean? Some great looking properties are a disaster behind the scenes. Again, take pictures...
•Is there a rental fee associated with chairs, tables or risers? Does the venue have sufficient inventory for the event?
•Risers & Podium: Most provide free of charge but a couple have tried charging for these items. be sure to check the quality and look of each.
•Does the venue need to be carpeted - completely or in aisles?
•Does venue demand use of 'polytak' plastic on carpet? Who supplies and installs/strikes?
•Is Air Conditioning included in all installation and strike days?
Technical
When booking a venue for your event there are a whole host of services that will need exploring. After years of events, we know that every venue is unique in its offerings and capabilities. Each property has plusses and minuses in technical expertise.
Ask the venue if they already have a set of production guidelines. Some major hotels already have a list of do's and don'ts! Production vendors need to know about truck travel, tolls, obstructions, street repairs, overpasses and loading docks. You may not use them but it's always a good idea to contact hotel AV. Exchange cards, etc. Have the producer talk with in-house AV.
From the venue, get room and venue CAD drawings to scale of the space so they can start putting your event into that space. Take pictures of the event spaces.
•What power is available for your space? Is it shared with event space nearby?
•Do you manage electrical needs internally or is there an outside company that manages that for you?
• Often, it is best to have your producer or technical director speak directly with venue engineering about electrical requirements.
•What sort of internet access is available? Is it a dedicated drop for each room, drop, etc? Actual speed tests are great!
•What is the cost for sufficient bandwidth for your event?
•Can you bring in outside IP vendors? Outside communications vendors?
•Who manages the network? Are they onsite? 24/7? Your event may have issues and require immediate network administration.
•What events are before and right after events in your space?
a) How tight is the period between prior event and your load In?
b) How soon has space been promised to the next client?
c) Are there events immediately to left or right of your space that Sound Levels are a concern?
d) Is noise an issue either on the loadin or strike of your event, due to events taking place in the immediate area.
•If you are doing an on-site broadcast, there are a lot of questions around what the facility has in place: fiber, control system, etc. Have the event technical director discuss these details before a contract is signed. Some costs can make a venue too expensive to use!
Property Issues
It is important to evaluate your personal reservation and check-in experience, house-keeping, and check-out experiences. When you schedule the site visit, try to check in as a regular guest, no special treatment, etc. Try to observe and consider interactions between staff and guests in the valet area, concierge desk, front desk, bars and restaurants, from the point of view of the event attendees.
It’s also worth considering the quality of service and hospitality in neighboring restaurants and businesses and even for the city in general.
Depending on the type of event, it is important to see if they have a decent shipping and receiving department. Perhaps meet their key personnel, and ask questions about process (Hours of operation? On-site holding and delivery costs?).
Safety and Security
These days, safety and security is a huge part of due diligence when planning an event. Meeting and event planners need to understand evacuation procedures, lock downs, and security issues.
•How many security staff are available for your event?
•Are there plenty of well-marked exits?
•Is there emergency lighting along the whole evacuation route? Are public areas created for safe traffic as well as comfort?
•Is the property secure and can it be closed off from public? You may be having a meeting where corporate inside information being discussed and shown in closed sessions.
•Can you secure spaces for your name speaker, high-profile guests?
•Understand any local and venue safety policies & evac/rescue procedures, security,
•Understand any local information (weather, events, traditions, holidays etc.) and how it pertains to safety.
•Who handles actual room security? Make sure that the facility can secure all in/out doors for overnights. How is access controlled? What about emergency access for your crew?
In general, involving a producer or technical director early on is a little more effort, more communications and some money upfront, but it will save the client real money in the end, save hours of labor, and avoid so many headaches and heartaches in your event.
The more time and effort in advance for your event, the easier the event is onsite.
When we work together: Bluefin Productions and you, we become a team. Bluefin becomes invested in making sure our event goes well. We know, we don’t get repeat calls if things don’t go right. We become a trusted part of your team.
Bluefin Productions is an experienced Event Production Services company. Give us a call, and see how our team of professionals can take the worry about technology out of events and save time and money for you by providing flawless event production.
Bluefin Productions
Saturday, April 14, 2012
Tips For
Special Events Planners
Book One, by Gregory Poulos
For the Corporate, Meetings, Social or Event Planner. Great for those just starting out or seasoned pros! Special events planners and organizers will benefit.
These tips have proven useful in all types of event planning and production.
ONLY $1.99
Kindle Version http://www.amazon.com/dp/B007EF0GSK
Tips For
Special Events Planners
Book Two, by Gregory Poulos
Tips for Special Events Planners is for meeting and events planners. Great for those just starting out or the seasoned pro!
Written from a Production Manager's inside knowledge over the past 30 years, this is helpful for planners in Corporate, Social and special events planning.
ONLY $1.99
Kindle Version http://www.amazon.com/dp/B007R5JBD8
We Provide Production Management
Lighting • Sound • Video • Staging • Audiovisual Services
For Special Events, Corporate Meetings, Political Events and Parties
(877) 2BLUEFIN
(877)225-8334
Special Events • Meetings • Press Conferences • Corporate Parties • Political Events