LESSON EXEMPLAR IN EVENTS MANAGEMENT

Lesson 10:
Venue Selection and Layout
Introduction

This lesson outlines the steps in venue selection and helps familiarize learners
with the types of seating arrangement and venue layout. It likewise discusses
the importance of setting up a registration area and secretariat as well as
planning the stage design.

Learning Objectives

After this lesson, the learner is expected to:

1. identify the steps in venue selection;
2. identify the types of seating arrangements and venue layout;
1. explain the importance of the registration area and secretariat; and
2. develop the venue layout and stage design.

Step Two: Do

If Step Zero is drawing the organizational structure and Step One is planning,
Step Two refers to the things that must be done after securing approval to
stage the event.

Venue Selection and Layout Preparation

Under this is the venue selection process. The event venue is a crucial factor
for the success or failure of an event. There are various things to consider when
selecting the venue for your event and here are the steps to do:
1. Understand the event concept and how it influences the venue.
1.1. Understand the event's objectives. The venue must help achieve
these.
1.2. Know the requirements of the event: target date, number and
profile of target attendees, technical requirements, food and
beverage, etc.

2. Decide on the floor plan and/or the seating arrangement if the program
requires guests to be seated.

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

3. Gather information on venues used by similar events and other

suitable venues in the area where most attendees are coming from.

4. Prepare the request for proposal (RFP). An RFP is a letter that says you
would like to know the cost of availing a supplier's services, such as
venue rental. The letter indicates the general event information and list
of requirements. The letter must also indicate the contact details of the
organizer and deadline for the submission of proposals. Note that
professionally prepared documents elicit good supplier response (Lau
2009).

5. Prepare a site inspection list. Refer to Lesson 2 for the Venue Selection
Criteria. Together with the RFP, you should have prepared a list of
criteria to evaluate the proposals you receive. When the proposals are in,
do an ocular of the venues that have submitted a proposal. Ocular
means site inspection or visit to see if the venue indeed satisfies the
criteria.

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

6. After the ocular, evaluate the proposal fairly and make sure you
respond to all those who submitted a proposal, whether they are
accepted or not. You may make a tentative booking upon determining the
winning venue, but wait for the final approval on the event before you
finalize the booking and make the down payment.

Registration and Secretariat

You will notice a box in the exhibition layout above with the label "Registration
Area." To register means to be officially in the record. In events management,
registration serves many functions: 1.

1. For meetings
a. Pre-registration or registration prior to the event helps anticipate
the number of confirmed participants and make the necessary
arrangements, such as for chairs, food, transportation,
handouts/materials, etc.
b. On-site registration helps monitor actual attendance of
participants.

2. For exhibitions
a. Exhibitors are monitored separately from the visitors. As discussed
in earlier lessons, exhibitors are those who rent spaces in an
exhibition called booths where they display and promote their
products and services. Most of them pay for booth space rental;
some occupy these booths as event sponsors, while others are
granted with a space for special reasons. Regardless of the type, all
exhibitors must pre-register.
b. Pre-registration for visitors helps anticipate the size of the crowd
and lessen people registering onsite.
c. Onsite registration is a means to secure the site by knowing who
comes in. It also serves a marketing purpose if sponsors'
name/logo are included in the registration kit and displayed in the
registration area.

Registration data are useful in evaluating the outcome of the event and
planning for the next one. Registration forms are a vital source of information,
as they may include attendee's name, profession, organization represented (i.e.,
company, school, etc.), preferences, and other information related to the event.
However, we must make sure that the registration process will not make
attendees wait too long in line because this may discourage them from
attending the event.

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

In addition to the registration staff, you will need these things in the
registration area: writing materials, monitoring sheets for manual registration
or computer sets for online registration, printers, ID, and kits, or tickets to
mark registered participants and signage.

Some organizers use the registration area as the secretariat room, while others
prefer an enclosed area to hide the clutter. The secretariat room is the place for
organizers to do last minute preparations and troubleshooting on the day of the
event. It serves as the temporary office for the organizer at the event venue. It
also serves as the contact point for attendees to call the attention of the
organizers immediately when the need arises; thus, the secretariat room must
be properly marked.

Stage Design
The registration area has a marketing value because it is the first thing that
guests see when they arrive at the venue. Thus, it must be designed with care.
The same goes for the stage, because the attendees' attention is usually
focused on the stage for a prolonged time during the program. There are
various things to consider when designing the stage, such as:

1. Function of the Stage. Not all events need an elevated stage. It is

therefore important to understand what the stage is for. The program will
help you determine the function of the stage for a particular event. In
planning for the stage design, you must consider two points of view: the
audience and the speaker/performer. Will the audience see what is
happening on the stage? Will the speaker/performer know how to move
around the stage and reach out to the audience? What equipment must
be present to execute the program?

2. Creativity. Since the attendees' attention will be affixed to the stage

most of the time, the stage must look pleasing. Decors should match the
event theme. You may include the event title and/or logo, date, place,
and photos, but do not over decorate, and avoid clutter (e.g., cables) as
much as possible to ensure that the speaker/performer has the
attendees' full attention.

Studies show that nature scenes-a plant on a table, picture of a forest, or an

outdoor venue-create a relaxed atmosphere, while warm colors like yellow,
orange, and red help create a happy environment that causes information to
flow more freely in the brain. These in turn induce creativity.

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

Another way to induce creative thinking is to challenge generally accepted

ideas by infusing events or meetings with resource speakers or guests who are
not in the same field as the general audience. For example, invite chefs to a
physicians' convention or pre-school teachers to a gathering of engineers. The
new perspectives will challenge people to think outside their comfort zone.

With expectations getting higher and budgets getting slimmer, today's events
organizers are faced with a number of challenges. Creativity is the key in
dealing with these challenges. However, creativity does not stop with
icebreakers or with the stimuli like the ones mentioned. It is like a knife that
needs to be sharpened regularly in order to function effectively and efficiently.

Clients expect event managers to offer creative alternatives with a can-do

attitude. Thus, event managers should be proactive, and avoid as much as
possible, the usual run-of the-mill event concepts and themes. The themes
Barrio Fiesta and Casino Royale have been used in events countless times.
Themes and incentive travel are discussed further in the succeeding parts of
this book.

CAPAS NATIONAL HIGH SCHOOL-300994
LESSON EXEMPLAR IN EVENTS MANAGEMENT

ACTIVITY NAME:
“Lesson 10: Venue Selection and Layout”.
Deadline of submission Friday, February 11, 2022

Discussion Questions 10.1

1. Identify the steps in venue selection.

2. Identify the types of seating arrangements and venue layout.
3. Identify the functions of registration.
4. Explain the importance of the registration area and secretariat.
5. Identify the factors to consider in stage design.

Exercise 10.1

Match the event in column A with the best suitable seating arrangement in
column B. A

COLUMN A COLUMN B

1. Seminar a) U-shaped

2. Birthday party b) Cocktails

3. Large convention c) Round tables

4. Small meeting with presentation d) Theater type

5. Opening of an art exhibit e) Classroom set-up

CAPAS NATIONAL HIGH SCHOOL-300994