SELECTING THE EVENT SITE

Selecting the Event Date and selecting the Event Site go together like salt & pepper, comb & brush, love & marriage. The selections need to be completed almost simultaneously. It’s a good idea to have 2-3 dates and 2-3 sites in mind when you begin your search for both.

Site-Event Compliment
It is essential that your site fit and compliment your event. The arena is fine for a sporting event or concert, but inappropriate for a retreat or other intimate gatherings. Be sure that your site matches the size of your event. A huge ballroom will swallow up a small wedding, and be a poor financial investment.

Remember . . .
You are competing with others who are seeking sites for social and corporate events. It is important that you complete your research and decide with enough time to avoid rushing your decision or reducing your planning time. Vendors vary in the requirements to secure their sites. Be sure to ask questions of the person with the authority to answer and negotiate, and get everything in writing. If your event is sponsored by a non-profit organization, be sure to have documentation ready to give to the Site Vendor.

Will We Have Company?
Inquire about other activities that will be occurring during the time of your event. How similar or different are they? What is their proximity to your event area? How will parking and restroom facilities be impacted by multiple events? Will the sounds of other events impact your event, and vice versa?

Event Site Manager
Identify the person who will be the site contact person for your event. You may have one person who is your “business” contact and another who is your “event” contact; or you may have one person serving in both capacities. It is important that your contacts are identified as soon as possible and that you establish a good working relationship with him/her. Keep the lines of communication clear and respond as soon as possible to all communications. Ask questions, never assume anything.

Event Site Checklist & Questions
ADA Compliant (Americans with Disabilities Act)
Alcoholic Beverage Service
    Requirements
    Liabilities
Audio Visual Equipment
    Availability
    Compatibility with your equipment/needs
Ease/difficulty of site exit in case of emergency
Electrical Outlets
    Enough
    Compatible with equipment you need
Parking
    Professionalism of Parking Staff
    Proximity to building
    How secure is it
    Valet or Self-Parking
    Speed of car retrieval
    Checking the lighting
Policy on importing: food, beverages, décor
Proximity to major streets and/or highways
    Depending on the nature and size of your event, this can be a plus or a challenge
Restrooms
    Clean
    Well supplied
Security & Safety
    Defibrillators present and working
    First Aid Kits
    Proximity of First Responders – on site and public
Smoking/Non-Smoking
    Be sure to ask – laws and ordinances vary greatly and can be confusing
The Event Site Staff
    Appearance
    Attitude
    Demeanor
    Willingness to work with you

Best Wishes for a Great Event!