Event Design - Venue Selection (Part II)

RULES AND REGULATIONS

All professional venues have an internal document called "Rules and Regulations", these regulations allow the organizers to know if there are restrictions related mainly to the use of the physical space and particularly at the time of the event move-in.

A clear example is the impossibility of making paint finishes on fairgrounds or the use of flammable substances, the use of drones and other restrictions that in most cases have their roots in civil protection and in the proper use of the facilities based on the venue height specifications, floor strength, etc.

EASE OF MOVE-IN AND MOVE-OUT

One element that can impact our budget is the ease of setting up and dismantling the event.

If the space we have chosen does not have enough loading and unloading platforms or the forklifts are not enough to receive our exhibitors or suppliers, this means more time and therefore more money invested.

INSURANCE

Most venues have insurance that covers all incidents that may happen within the property; however, you must consider an additional insure after reviewing and discussing with the venue what is and what is not included in theirs.

NEGOTIATIONS WITH THE VENUE

The venue becomes the "home" of our event. For the visitor, both - event and venue - coexist in an inseparable symbiosis. One of our best relationships should be with the venue, remember that the organization of events is full of special requirements and having the unconditional support of the venue executives, is imperative for our success.

Negotiations must always be clear and in writing, especially any special concessions that we have achieved in the contracting negotiations, since generally the person who sells the premises to us is not the person who operates at the show floor, and there may be differences of opinion that if not detailed in the contract may be invalidated by one oof the parties.

We should express our requirements with absolute freedom and clarity, since our objective is to achieve a win-win negotiation.

Martínez Juárez, José. Event Design: How to create a business plan for conventions, trade shows and corporate events (p. 50). Kindle Edition.