Planning in Unique Event Venues
Producing &
There are many reasons to hold an event: a client appreciation reception, annual meeting, conference, citywide festival, a wedding, or even a "Sweet 16.î No matter the reason, every aspect of the event must be carefully planned and thought out.
There are a wide range of audiences to impress and entertain, and of course the attendees' memories of the event must always be taken in to consideration. What will they say a week from now, or a year from now? Everyone wants to top their last event or surpass the competition.
There are a number of ways to impress audiences... you can get creative with the food, switch up the decor, or promote a "theme" for the event that is far from the norm. One of the best ways to "WOW" guests is to hold the event in a unique venue.
A venue that is slightly out of the ordinary gives you the flexibility to bring in extraor- dinary decor, or even use the natural envi- ronment as decor for the event. The venue location also affects the theme signifi- cantly, as it can create a completely dif- ferent frame of mind for attendees, trans- porting them to a different place and time.
The venue can create an event; it can also make or break an event. As with most things in life, there are advantages and challenges that come with hosting an event in a unique space.
by Lauren Tosti 88 November December 2011
When planning any event, there are some aspects that always must be taken into consideration, such as the attendee list, guest speakers, menu and decor. When planning, know that there are things you can control, and there are things that you may not anticipate. The best way to over-
come challenges is to plan for them. So, planning an event includes being pre- pared to go away from the master plan. This can become even trickier when an event takes place in a non-traditional location.
Let's start with event aspects that can be controlled, if planned for correctly...
It is important to research the location to be sure of any permits that must be secured prior to the event. Permits may be necessary for decor placement, parking, police presence, transportation, food safe- ty and entertainment location. The permit process can be a tedious and lengthy one, so it's important to start early.
Next is floor/site plan. The floor plan can encompass a number of planning aspects, including: electricity, decor setup, location of restrooms, and signage. If the event is outdoors, you may need to bring in temporary portable restrooms, or come up with creative ways to hang signage.
As co-producers for the PIFA Broad Street Fair, the site plan quickly became an intri- cate part of the planning process. It was absolutely necessary to map out Broad Street and decide where signage could be hung, how it should be hung, and when it should be hung. Another impor- tant factor was restrooms. There were thousands of people projected to attend (and the crowd far surpassed projec- tions), so it was necessary to offer plenty of restroom facilities in convenient loca- tions. All of these things were Roberts Event Group's job to figure out.
Electricity and decor set up usually go hand-in-hand, as well. After all, you can't set up lighting without an outlet to plug into. When creating a floor plan, it's impor-
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