MODULE #4

SELECT EVENT VENUE AND SITE

By: Franchesca N. Mañalac of BSTM2-A

Module Descriptor

This module covers the knowledge, skills,

behavior and motivations needed to select a
venue/site for a major event. It requires analytical
and research skills to match an event to a
particular site or venue.
LEARNING OUTCOMES

After this lesson, you MUST be able to:

● Analyze venue or site requirements

● Source event venues or sites
● Confirm venue or site arrangements

● arrangements
ANALYZE VENUE OR SITE REQUIREMENTS

Choosing a venue is the most important decision for event

organizers, as it will have the largest impact on the date, catering
options, and attendees' experiences. There are guidelines about
when to make the decision, what to consider, and how to do better.
This will help organizers make the right decision for their event.
What to Consider When Searching for a Venue

Location

The most important details are that for a local event, the venue
should be within a reasonable distance of the attendees' homes or
places of work, and that for events with exhibitions, posters, or
parallel sessions, interactive indoor maps should be provided.
Parking

A venue with a parking lot is ideal, but if there is no parking available, there are a
few alternatives.

● You can reserve nearby parking lots for your attendees and either includes the
cost in the ticket prices, or have attendees pay when they park.
● Take a look at Uber or Grab and Car Rental discounts offered for events. You
can negotiate with them to set this up and distribute the promo code to your
attendees.
● Provide a way for attendees to share a ride or a cab with each other.
● You could offer valet parking for the event, even if the venue doesn't. Providing
a valet may be essential if the event is an upscale event such as a gala or
wedding.
 The Capacity and Minimums
● The Capacity?
You will need to know the room capacity of the venues
intended for the number of persons to be
accommodated should be comfortably fit into a room
with a fire and safety measures or codes in that venue
● The F&B Minimums?
If your venue offers food and/or beverages and sets a
minimum food and beverage spending amount (known
as an F&B minimum), ensure that is sufficient with the
required number of persons.
● Make adjustment based on
attendee feedback?
It is important to be able to make an
informed adjustment for a size of a room
or F&B right before or during your event.
You can easily headcount or collect
instant feedback if ever there are
adjustments so
that it can save time and money.
Service and Amenities

● Kitchen
● Tables, chairs and linens
● Service personnel
● Audio-visual equipment
Layout

The most important details in event planning are to have a

rough idea of activities, amenities, and needs of the team
and attendees. To narrow down your selection, get an
illustrated floor plan of each venue and walk through your
favorites at least once, making note of important things such
as outlets and AV equipment.
Layout

● Flow of traffic

The flow of traffic through an event will vary depending on the type of event, such as
registration or auditorium doors. It is important to consider this when choosing a
venue, as well as how tables and decor are set up.

● Event activities

If you want to have keynote speakers at your event, you'll either need a stage, or a
spot to place a rented stage. Will you need a demo area? Will there be a bar?
Ambiance

The most important details are that the ambiance

of the venue should match the desired feeling of
the event, such as upscale, high tech, etc. If the
ambiance does not match the desired feeling,
more decorating needs to be done to make up for
it.
Insurance

BizBash explains that some venues won't even do

business with you if you don't have insurance. It is
important to ask your general liability insurance agent
for an endorsement for your event. It is also a good idea
to start early and have all of the wording required before
contacting your agent.
Accessibility

Accessibility refers to the possibility that everyone, especially those

with special needs, can access the building and its amenities. Before
can answer this question, you'll need to understand who your
attendees are and what their needs are. You'll probably know
whether there will be children at your venue, but you may not know if
there will be individuals with other special needs. In this situation,
reviewing recent events hosted by your organization may give you a
sense of this.
Acoustics

Poor acoustics can cause people to strain their hearing

and lose their voice during an event. Acoustics is the way
sound travels through a venue, and a low ceiling can
make it seem cozy, but can make it louder if it's packed. A
large warehouse-style venue can result in echoes, or what
architects refer to as "reverberation".
Cost and Flexibility on Event Date

Being flexible on the event date can be a great way to

negotiate with venues. By providing 2-3 date options,
you are more likely to get discounted pricing.
Additionally, acoustics can be improved by making
good use of patios outside the venue or using
acoustical clouds or canopies.
How to Search for a Venue

The most important details in this text are the shortcuts to

finding the right venue for an event. These include contacting
the area's local Convention & Visitor's Bureau, looking for
similar local events on event listing websites, and using an
online tool such as Peer space, Unique Venues, or Event Set Up.
These shortcuts will help you save time and find the right
venue for your event.
SOURCE EVENT VENUES OR SITES

Introduction

The venue will have standard physical facilities, but individual

functions may require specialized skills or equipment which may not
be available within the organization. External services will be utilized,
and function managers will have strong working relationships with
external suppliers to meet client requests.
Sources/Potential event locations
There are endless possible event locations which include:
● Hotels
● Resorts
● Restaurants
● Private homes
● Schools, universities and other educational providers
● Meetings rooms
● Banquet rooms
● Convention halls
● Exhibition centres
● Wedding reception centres
● Festivals
● Sporting venues
● Museums
Research into suitable venues and sites

A comparison of internal and external venues is important

to understand the purpose and activities of the event. Some
events may be cheaper to be conducted in-house as meeting
rooms do not need to be hired, while others may be cheaper
if conducted in an external environment with a wide
selection of food and beverage without needing to rent
equipment.
Finalization of client needs
Finalization of client needs
By having a clear
understanding of what the
client requires from a venue or
location, it makes it easier to
choose a location to meet these
needs.
Negotiation and liaison with
site/venue owners or controllers
Negotiating with different venues for an
event is a good idea. This manual will
expand on the process of negotiation, and
the elements that can be negotiated will
also apply if you are the client or acting on
behalf of a client.
Types of external providers

Many functions will require you to use the services of third party, external businesses to source items and
services needed to ensure the successful running of a function. These external suppliers can vary
enormously depending on the type and scale of the function and may include:

● Florists
● Photographers
● Party Hire companies - for cutlery, glasswares, chair covers, seating, decorations
● Entertainers - bands, solo performers, etc.
● Suppliers of rental technical equipment for audio and visual needs
● Printers - for personalised stationary, menus, decoration needs
● Security agencies - for extra security staff
● Employment agencies - for additional waiting, bar, service, cooking staff
● Business support services - such as interpreters, translators, secretarial support
● Transportation - chauffeurs, limousines, private cars, or buses for tours
● Clowns and animals.
Arranging external services

When developing relationships with external providers, there are a

number of steps that may be taken including:

Sourcing option - Different companies offer different products and

services to differentiate themselves. Even in similar businesses, the
products they provide will differ. It is important to source at least three
companies in a similar field to ensure that you have a wide selection of
what is available.
Arranging external services

Liaising with providers to identify and cost necessary items and services

Given that a hotel's relationship with external suppliers will not be a one-off event, it is important
to gain an understanding of what an external provider o provide including:

● Range of offering
● Pricing structure for each item
● Service guarantees
● Availability
● Prep-event services
● Billing and payment arrangements

External providers must be carefully selected to ensure the hotel's reputation is maintained, regardless of
whether they are internal or external. This will have a positive impact on customer satisfaction.
Arranging external services

Facilitating access by external providers to venue to enable on-site assessment of

requirements, facilities and demands

External providers need access to a venue before and after an event to set up and take down,
remove and clean the area. It is essential that providers understand:

● What time they have access

● Delivery and parking zones
● Storage areas
● Commencement and finishing times of the function
● Amount of time allocated after the event for access.
Arranging external services

Connecting service providers with customer, where appropriate

In many cases functions staff will suggest that external providers correspond
directly with the client because:

● Functions staff do not have the technical knowledge or understanding of

what the external provider can offer
● External providers can explain what they can offer and provide
suggestions
● Can remove a level of activity or responsibility from the functions
department.
CONFIRM VENUE OR SITE ARRANGEMENTS

Functions and events require negotiation with the client due to the
individual nature of the occasions and their unique needs and preferences.
This is necessary to ensure a successful event. Written information is
provided to the client to verify the arrangements and add or vary any
issues they want to change. This provides them with an opportunity to
verify the arrangements and add or vary any issues. This final affirmation
acts as the foundation for an initial or amended quotation depending on
altered conditions.
Price

Price is always an issue when negotiating functions, as the client wants the
best price and the venue needs to obtain its profit margin. Most venues
have set prices for products and services, and there is usually little room
to maneuver in terms of negotiating price. If you have permission to
negotiate price, you can reduce prices by a nominated percentage (say,
5%) or refer the negotiations to management. In many cases, price can be
seen as a 'take it or leave it' situation, and the primary way of reducing it is
to reduce what is to be offered. This may include:
Price

● Reducing courses at a meal - from three to two.

● Substituting a less expensive wine for the wines already quoted on.
● Substituting less expensive menu items into the meal options.
● Not including liquor in the function - meaning guests have to pay for their
own.
● Limiting the time the function runs - which can reduce staffing costs.
● Removing a previously identified activity from the function - such as the
band or having a smaller band, entertainment, side tours and other
inclusions.
Timing

Timing negotiations can include discussing and agreeing on the price of a function, as well as
discussing and agreeing on the hours or days for the function. Such as:

● Days the function is to be held - your venue may be able to offer a better deal at a time
when business is traditionally slow.
● Timing of guest arrival - staff costs can be reduced by shortening the amount of time
between guest arrival and the start of the function
● Decisions regarding the timing of activities within the function itself- as when meals
are to be served, when different courses are to be served, when speeches are to take place,
when morning and afternoon teas are to be served
● Access to the function area for client personnel
● Times/dates by which the event must be finished.
Goods and services may be provided

It may be possible to assist the client by curtailing expenses in terms of:

● Providing their own cake - even though the venue will still charge a fee
per person for cutting, plating etc.
● Proving cheaper dessert items
● Removing the 'pre-event' drinks
● Decreasing the amount, or changing the type of, decorations to be
supplied
● Eliminating flowers
● Not including accommodation.
Booking conditions

Venues have specific booking conditions that are usually posted on their website and form
part of the standard function contract. These conditions are specific in what they require of
the client, but are often 'diluted' to accommodate individual client needs and ensure the
venue secures the function. This is to ensure the venue secures the function rather than
lose it. Booking conditions may include reference to:

● How long the client has to sign the function contract (7 days is common) - including
mention the venue may sell the dates and times of the function to another party until
the contract is signed and a deposit paid.
● Need for the client to provide information by a set date that has not yet been
provided but which is essential to the planning and preparation for the event
Booking conditions

● Need for the client to advise the venue within a set time (48 hours) of any
inaccuracies contained in the contract, running sheet, etc.
● The client can make changes to expected numbers up to 7 days before the function, with no
penalty if agreed minimum numbers are met. If an increase is notified, a maximum number
of extra people may be indicated and there may be mention of the need to move to different
rooms, which may necessitate a higher room charge fee.
● Payment - The conditions of payment must be formally applied for and all accounts must
be paid on 'net 30 days' terms. This can include how payment is made, dates for payment,
and how payment can be made.
● Cancellation policy - The client is entitled to a percentage refund if a deposit has been made
and the cancellation occurs before XX/XX/XX, but a lesser percentage if the cancellation is
received after the date XX/XX/XX.
Booking conditions

Some venues may base their refund/cancellation statements on 'profit', such as the venue will
retain X% (say, 30%) of the quoted cost for food and beverage. They may also be prepared to
refund 90% of the monies paid where they can resell the cancelled dates/rooms.

● Right of the venue to make changes - the venue has the right to alter any agreed part of
the agreement, provided they provide suitable alternative arrangements.
● 'Force majeure' - most contracts will contain a condition stating that in the event of 'force
majeure' instances which includes things such as riots, war, terrorism, natural disasters,
fire the venue will not be held liable
● Right of the venue to refuse certain activities or individuals - while Equal Opportunity
legislation must be observed the venue will nearly always retain the right to prohibit
certain people or activities on their premises.
Booking conditions

The venue will often seek to protect its reputation, physical assets, staff, and customers by
banning nominated activities. This means the venue has the right to refuse to have a
certain band play at the venue if it believes that band is inappropriate. Additionally, the
venue has the right and legal obligation to remove anyone from the premises whose
presence on the premises renders them liable to an offense under law.
● Conditions that apply to decorating and using the venue - The client must ensure
all items used are safe when preparing for the function, such as not stocking
anything to walls, nailing anything in place, or stocking anything to walls.
● Loss and damage - stipulating the client must accept responsibility for any all items
used are safe loss or damage they cause to the venue
● check-in and check-out times for accommodation rooms that are being
included as part of the function - this will also extend to bump-in, bump-out times
Requesting the Deposit

It is standard industry practice to request a deposit when the final details

of a function have been confirmed. Every venue has its own policy on the
amount of deposit required to secure a function and this must be strictly
adhered to. The deposit required is typically substantial due to the work,
preparation and need to order stock such as food and beverages for a
function. No function is confirmed until a deposit has been paid and a
contract signed. In practical terms, a tentative function may be bumped if
another client is prepared to pay a deposit and sign a contract for the same
days.
Steps associated with handling deposits

Each organization will be different in terms of the policies and procedures

to be followed when handling deposit requests. That said, common steps
to follow include:

● Requesting deposit payment - establishment of requirements can be

based on a percentage of estimated or quoted final cost.
● Setting date for payment of deposit - this is important as it helps to
determine the seriousness of the potential client and in addition allows a
conference department to release a function room with adequate time to
rebook it
Steps associated with handling deposits

● Advising of payment options many hospitality organizations will have established payment
options including:

Charge back to company - this normally requires a credit check to be conducted and
also some guaranteeing method of payment to be recorded

● Electronic Funds Transfer (EFT) - this is common form of payment enabling money
to be transferred electronically from the client's bank account into that of the hotel.
● Cash- not a common method but certainly an acceptable option
● Debit and credit cards - these may be processed, either as a pre-payment or a
pre-authorization. This can be conducted face to face when the client is at the
establishment or done via email using appropriate procedures.
Steps associated with handling deposits

● Issuing receipt for deposit - this normally accompanies the confirmation

● Recording payment of deposit on internal documentation - The functions
department will obtain a record of the payment, either through the financial
department or front office, if it was made face to face.

It is essential for payments to be recorded on file, usually through the establishment

of a house account dedicated to the function. Additionally, the functions department
must be aware of when the payment is made to issue a receipt in a timely manner
and not follow up a payment already made.

● Advising customer of amount outstanding - Organisational policies must be

followed to ensure any outstanding deposits or payments for external suppliers are
met.