Event Planning - Location (Part III)
- Sean Spence
- Sep 30, 2024
- 4 min read
Issues for Multi-Day Events
To start with, your priority should be to discuss a discounted rate for a block of rooms for your guests. Having a large group can also increase the chances of receiving various advantages, such as reduced rates for premium rooms or exclusive offers at the bar or restaurant.
Arranging evening entertainment
For attendees who will be present for two or more days at the event, it could be beneficial to organize group entertainment or interaction activities in the evenings. Opt for more relaxed options as they tend to be more enjoyable. At a minimum, arrange for a dinner and think about including entertainment like a concert or play. You could also use the evening to support the main objectives of your event; in such instances, consider having a speaker or a similar activity, but ensure it remains lighthearted and enjoyable. No one wants to sit through a serious lecture after a pleasant dinner.
One could also make the case that by keeping evenings completely free of scheduled activities, there is more opportunity for the group to form their own relationships and bond through shared enjoyment.
Issues for Multi-Site Events
Transportation and confusion pose significant challenges. The greater the distance between locations, the more difficult it becomes to travel from one place to another. It is important to determine the level of involvement in facilitating people's movement between places. At the very least, ensuring individuals have access to all necessary information for reaching their destinations is essential, as well as making sure each location has readily available information for those in need.
Furthermore, if individuals are meant to be at a specific location but end up in a different one by mistake, it will be more challenging for them to reach their intended destination promptly.
It is important to pay special attention to accessibility concerns. It is evident that individuals with mobility challenges will face difficulties when navigating through a multi-site event.
Visual Identity of the Event
For numerous individuals, the visual representation of an event holds significant importance and enjoyment. Sometimes, visual identity simply involves selecting the tablecloths, napkins, and centerpieces offered by the chosen venue. In other cases, individuals opt for a more elaborate approach by selecting a unique venue and decorating it in a manner that not only sets the desired tone but also aligns with the event's objectives.
Decorations have the potential to captivate individuals completely. It is crucial that the decorations align with the event's brand and remain within the allocated budget.
Choosing the appropriate location is key to establishing the ideal visual identity. Events can be hosted in various settings such as libraries, museums, art galleries, or department stores. Any space with captivating visuals is worth considering.
Events on the Roof
An event on a rooftop can be extremely enjoyable and visually stunning. It's important to adhere to the typical outdoor event protocols, especially considering that rooftops can become unexpectedly chilly and windy - it's highly recommended to have heaters available.
Special attention should also be paid to safety concerns. When on a roof not intended for events, it is important to be extra cautious by placing signs along the edge. Additionally, it is advisable to thoroughly examine the roof for any potential hazards, such as electrical boxes and drainpipes, and take measures to minimize these risks.
Events at the Office
Office events can be fantastic if there is enough room. Here are some key points to consider for office gatherings:
It's crucial to maintain cleanliness during events, as they often lead to messes that can be especially disruptive in an office setting. Be proactive in managing potential issues, such as rings from bottles on wooden desks or food spills on carpets. Providing trash cans encourages attendees to dispose of their waste properly.
Employees should be notified about the event well in advance and reminded periodically. They will need to maintain clean workspaces, and sensitive materials, including items usually displayed on walls, should be secured.
File cabinets, closets, and rooms that hold sensitive information must be secured with locks. Despite seeming untrusting, it's a natural human instinct to be curious, and inevitably, someone will snoop.
Signage
For any event of medium to large size, various types of signs will be essential. Some signs can be easily printed on a desktop printer using 8 1/2 x 11-inch paper, while others may require professional printing in a larger format. Regardless of the method, it is important to consider the signage needed to achieve the objectives of your event and provide attendees with the necessary information to navigate the event effectively.
Ensure that all signage aligns with the appearance of other printed materials for the event. Keep in mind that each sign, regardless of its purpose, presents a chance to strengthen your intended message.
Consider every area on your website where users may encounter confusion or not follow the intended actions.
At the entry, a sign might tell people where to go.
At the registration desk, a sign may display ticket prices and available payment methods.
The bathroom may display several signs that list sponsors or convey slogans pertinent to the event.
In the vicinity of the event space, there could be various signs displaying the agenda, acknowledging sponsors, or featuring unique elements of the event.
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