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Venue Selection: Important AV Factors

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Venue Selection: Important AV FactorsMost venues will have an in-house Audio Visual provider. This can be a great support, but also present challenges. Here are some insights to consider when choosing your venue:

  • Rigging- Venues that allow you to hang objects from specified rigging points usually charge a fee per point. Your AV needs will dictate how many points you require. Some venues will specify that you use their in house AV Company to rig or at least supervise. They will charge for either of these services.
  • Power- Power is not always included. This is especially true in convention centers and hotel properties. The power will be charged based on your usage during the event and setup. You will also want to make sure that the venue has all the power capabilities you require and that additional generators won’t be required.
  • Entrances and Freight Elevators- Load in specs should be carefully considered with an extensive décor or AV setup. Large pieces of truss or stage sets will need to fit in the entrances or elevators. Check with your venue to secure the freight elevator if they have one.
  • Trucks- If you have a large AV setup your crew is going to arrive in a large truck possibly multiple trucks or even a semi truck. You will want to check that they will fit in the dock. If you are in an urban venue or venue with limited parking you will want to research ahead of time where these trucks can be stored or parked. Negotiating a parking rate in advance can save you money on larger vehicles. 
  • Union and Labor- Venues have the option to be a union or a non-union facility. A union facility will have additional rules and regulations that must be followed for your event. You will want to ask the facility for their policies and procedures to see how this will affect your event budget. A union facility will have specific labor rates, break times, call minimums and overtime charges. Even if you bring in your own AV or operators, you will still have to use the union labor.

5 Hidden Venue Costs

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5 Hidden Venue CostsEach venue comes with its own rules and regulations. It’s important to read the fine print before deciding on a venue and signing a contract. Most of these can be negotiated in the contract phase, but you want to make sure you ask the right questions and budget for any costs you may incur. No one likes surprises when the bill arrives. The most common hidden costs are:

Exclusive Vendors and Buyouts

Some venues will have exclusive vendors. You will have to select from this list. In some cases you can purchase a buyout and bring in your own caterer, but it will cost you. Sometimes the fee is nominal and other times it can be cost prohibitive. This can usually be negotiated in your favor.

Security and Freight Elevators

Freight elevators need to be reserved in the contract phase. The cost you incur is for the labor to run the elevators. Most venues will require you to use their in-house company to run the elevator during your load in and load out process. Keeping the load in and load out time as efficient as possible can save you money!

Cake Cutting Fee

Cakes are a great addition to an event, but if you want to bring in your own pastry team it can cost you big time! Not only will you have to purchase the cake, but also pay a server to cut the cake. Costs can range from $2 a slice to $5 a slice. Depending on the venue, it may be better to source the cake in-house eliminate this cost.

Corkage Fee

Some venues will let you bring in your own wine. This is important to any non-profit that would like the wine donated. The facility could charge you a corkage fee to serve the beverages brought in. This will be charged per bottle unless you can negotiate a flat rate. 

Furniture Removal and Relocation

Most rooms in a venue are free of existing furnishings, but some will have furniture in the room for day-to-day use. This is prevalent in country clubs, museums, hotel lobbies and non-traditional venues. If furniture needs to be removed or adjusted, they may charge you. Charges can be based on time, amount of furniture or flat rate. This fee can be waved if you ask, but more than likely they will not let you move it on your own.

BEO: It’s Not Just About Food

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A Banquet Event Order (BEO) is the contract and final say when it comes to your event at a hotel property. It is the sole document that a property will work off of throughout your event.

The BEO is given to numerous hotel staff a week before your event. If your BEO’s are not final at this point it could be detrimental to your event. Every detail in the BEO is important – times, dates, room set-ups, tech needs, quantities and even the special dietary needs of your guests. For corporate events you will also want to make sure that you are following any branding or sponsorship guidelines. You don’t want to be serving Coke products if the sponsor is Pepsi. From an efficiency standpoint its also important for the property to know if you are bringing in any items like linens, chairs, napkins or specialty items like butters or garnishes for desserts so they can plan accordingly.

Each hotel employee needs to know what you will or will not need for your event. From the top management level making the schedule to the kitchen staff preparing your meal and even the facilities staff setting out your tables and chairs. No one is ever going to look at your organized and very detailed paperwork; they will only use the BEO. If the BEO isn’t correct you won’t have any leverage when you have problems!

In the list of priorities BEO’s should be on the top of your list!

Corporate Event Planning 101: The Basics

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Figuring out the first step in the corporate event planning process can be the hardest part. Here is a list of basic considerations to ponder:

  • The excitement for your event starts with your first touch-point, usually your invitation. DO NOT RUSH TO GET THIS OUT! It is better to move the event date than to rush an invitation. This is your invitee’s first impression. Make it memorable!
  • An event doesn’t start at the front door, each touch point leading up to the event is very important. Consider your RSVP system. Do you want to use one of the saavy online systems? Or do you want a more personalized call in or email service?
  • When designing an event, walk through it in your mind as the attendee; envision what they will experience every step of the way. Ask yourself: Is that the impression I want to make?
  • How will your attendee’s arrive? Where will they park? The option of valet might require special permitting depending on location. If your event is in an obscure location a better option may be luxury coaches. This will allow attendees to drive to a familiar meeting point (no potential for frustration by getting lost), and a chance to interact on the way to and from the event.
  • Event agendas can get tricky. For all-day meetings or conferences, make sure there is enough break time for attendee’s to re-focus. Studies show that most people need time to re-charge after 60 – 90 minutes.
  • Internet accessibility is something to consider. However, if you have spent time and money to take employees off-site, Internet access may be a distraction.

These are only a few of many considerations when planning a corporate event. The key to a successful event is to pay attention to details.