Things to Consider When Booking a Non-Traditional Venue
When planning an event, there are several reasons to choose a non-traditional venue. Often times we choose a non-traditional venue due to a lack of traditional space in Charlotte that can accommodate more than 250 guests. Atmosphere and availability have also sent us in search of new, unique spaces.
Buyer Beware
Choosing a space that is not equipped for events can be exciting and opportunistic; however, it often comes with hidden challenges. Choosing an empty warehouse for an event means no rules – the sky is the limit! And you were probably able to get it for a steal. But not so fast – you got it at a steal for a reason. All that money you saved is most likely on its way back out to pay for all the missing elements in your new venue space.
From the Ground Up
What is your potential venue lacking? Most likely restrooms. A restroom trailer, attendants and a water source will need to be secured. If your space does happen to have restrooms, it’s most likely lacking in the restroom amenities such as toilet paper, paper towels, soap, and in some cases mirrors. And don’t forget to have the water turned on.
A space not typically used for events will likely require a thorough cleaning. This means hiring a cleaning company to come in pre-event and to clean up post event in order to leave the venue as you found it – or better.
What kind of shape is the venue in? Does it need a down and dirty paint job? Are there holes in the ceiling that might not be noticed except during a rainstorm?
Does it have HVAC? Don’t forget that HVAC requires fuel and generators. Does the space have adequate power for catering needs as well as audio visual requirements? If the answer is no, add a couple more generators to that budget list.
Most empty warehouses are not equipped with top of the line locks. Hire overnight security to keep watch on a multi-day set up. The security will cost a lot less than the replacement fees for all the audio visual equipment.
Rules, Regulations & More
Installing tech equipment in an airport hangar.
What is the occupancy code for the building? Is it even coded? If it isn’t coded to have a large number of guests, submitting an event floor plan to the fire marshal is required. In Charlotte, it’s a requirement to have at least (2) egresses for up to 199 guests and 3 egresses for 200-499 guests and so on. Make sure to check with your local Fire Marshal for your local requirements. And keep in mind, roll up doors don’t always count.
One of the non-traditional venues we used in the past wasn’t coded for enough guests because it didn’t have a voice activated fire alarm system. As you can imagine, this was a pricey installation.
Empty, non-event spaces probably do not have the traditional items such as chairs, tables, stages, podiums and lighting. It likely won’t have a kitchen either. Depending on your event menu, erecting a catering kitchen can be costly. Warmers, ovens, grills, cooling units and prep space add up fast.
While unique venues are exciting, beware of the challenges that await you. Don’t let the unknowns scare you from choosing these types of spaces, but rather be prepared and catch the problems on the front end. And for those problems that surprise you, consider building a contingency into your budget to allow you to address them.
