photos courtesy of Roberts Event Group
tant to note where all electrical outlets can be found throughout the venue, even if the event is taking place outdoors. Electricity can be the spark that brings the magic to an event, so you want to be sure you're ready to bring it.
When setting up decor, it is always best to be realistic. You have a vision and you know what sort of ambiance you are aim- ing for, but that needs to be in line with what is realistic, given the environment. Staying within the physical limits of the venue is key to creating visual appeal.
Next, timing is key! You hear it all the time, but it is so true. Timing is another aspect of planning an event that is controllable (usually). A well-thought, well-planned and well-executed timeline will ensure that event setup and breakdown run smoothly, and that the event itself is well paced.
When working in an unusual venue, it may be a challenge to load-in props or find parking for entertainers. If researched and timed correctly, such factors should not be a problem. If your entertainment or AV engineers are unfamiliar with the venue, be sure to leave plenty of time for setup and rehearsals.
While preparing for the opening cere- monies of the Maccabi Games, which took place in Villanova University's gym- nasium, we learned that one of our acts was delayed. Our trampoline artists were coming in from Orlando, Florida on the day of the event, and their plane was arriv- ing late. Thankfully, we had left plenty of time in the rehearsal schedule for the trampolinists to get to the venue, set up and rehearse.
It's always easier to plan for the aspects of an event that you can control. But what about planning for the unexpected or the unanticipated? That "uh-oh" moment. It's important to plan for these possibilities, but especially when working within a unique venue.
Emergency plans are always necessary to have on hand. Emergencies could include on site medical needs or performer no shows. Arming yourself with plans B, C and D is never a bad idea. Make sure there are medical professionals on site. If there is a change in entertainment, try being flexible with the schedule, and also be prepared with alternative options that can be called upon at the last moment.
When it comes to the ever important guest list... or is it ever changing, ever growing, or an ever impossible guest list? If your venue is in a building or location that is viewable and open to the public, it is very important that the staff and securi- ty know who is on the guest list. There will always be a party crasher, or someone who wants to be part of the action, so be prepared.
If the event is open to the public, it may be difficult to control the crowd. Proper secu- rity should be available, and the security staff should be well versed with regard to the floor plan, emergency exits, the time- line and the projected number of atten- dees.
If your event is being held in outdoor location, the number one concern is always the weather. I wish there was a way we could predict (or maybe even create) the weather, but even the local news can't seem to get it right all of the time. A rain date or rain location should always be planned, unless the event is labeled as being "rain or shine.î
As long-standing partners of the Center City District, we produce its Lunchtime Concert Series every summer. For this series, a concert is held at a different loca- tion each Wednesday during the summer between noon and 1:30 pm. These con- certs are designed to take place outdoors (what's cooler than enjoying lunch in the shade and taking in the sweet sounds of some blues music in front of your office building?), but - as we all know - the weather is never predictable. So each
week there an indoor rain location is identified. Luckily, this year we only need- ed to use the rain location once.
When all of these aspects are taken in to consideration, whether controllable or uncontrollable, an event should run smoothly.
There's just one other little thing to worry about - BUDGET!
Unique venues may require more robust budgets for events. If a generator is neces- sary for power, or the staging set-up is extraordinary, a boost in budget may be needed to cover such extra expenses. On the flip-side, a budget could be cut due to the uniqueness of the location itself. If it is a public space, some rental fees might be waived, and restrooms may already be provided.
No matter the situation, a budget must be projected beforehand, evaluated during the planning process, and decided upon mutually. Once a budget is set in place, the client should never have to pay overages. The event could be top-notch, but if it goes over budget it will be seen as a fail- ure.
Unique venues are a great way to make a powerful impact on any audience.
And, when planned proper- ly, these events can be
remembered for a lifetime. Happy planning!
Lauren Tosti is the marketing director for Roberts Event Group, Inc., which offers a synergistic approach that seamlessly weaves together the logic of the left- brain with the creativity of the right brain to achieve maximum return-on-investment along with brilliant results. Roberts Event Group, Inc. has been a leading provider of special events, meeting management, des- tination management and event entertainment with- in Pennsylvania, New Jersey and Delaware since 1994.
www.robertseventgroup.com / 215.887.7880
Mid-Atlantic EVENTS Magazine 89
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