VENUE SELECTION &

LAYOUT
• Venue – The place where the event of a specific type takes place. The
event venue is a crucial factor for the success or failure of the an
event.
Things to consider when selecting the venue
• 1. Understand the event concept and how it influences the venue.1.1
Understand the event’s objective1.2 Know the requierements of the
event: target date, number and profile of the attendees, technical
requirements, food & beverages, etc.
• 2. Decide on the floor plan and/or seating arrangement if the program
requires guests to be seated. This will help you control the crowd.
Here are some types of seating arrangements:
• 3. Gather information on venues used by similar events and other
suitable venues in the are where most attendees are coming from.
• 4. Prepare the request for Request for Proposal (RFP). An RFP is a
letter that says you would like to know the cost of availing a supplier’s
service, such as venue rental.
• 5. Prepare a site inspection list. 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
summited a proposal. Ocular means site inspection or visit to see if
the venue indeed satisfies the criteria.
• 6. After 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 the final approval on the event before
you finalize the booking and make the down payment.
Registration and Secretariat
• 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
• For exhibitions
• a. exhibitions are monitored separately from the visitors.
• b. Pre-registration for visitors help anticipate the size of the crowd and lessen
people registering onsite.
• c. On site registration is a means to secure the site by knowing who comes in.
It also serves a marketing purpose if sponsor’s 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 vital source of
information, as they may include attendee’s name, profession,
organization represented, preferences and other information related
to the event.
Stage Design
• 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 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?
• Creativity
• Since the attendees’ attention will be affixed to the stage most of the time,
the stage must look pleasing. Decors should match thee 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.
Thank you