Planner Words of Wisdom – Event Venues

In the beginning of last year, we debuted a recurring post called the Planner Words of Wisdom (PWOW). We are bringing back this topic for a monthly piece for words of wisdom from the founder of Fresh Wata, Tricia, and her event production company. This month we are talking about event venues.

Event Venues

With the summer months approaching, event venues options are diverse. From a beach, to a park, to a rooftop or a more traditional ballroom, event venues can be tricky. One of the first items for event planners, venues often dictate many other parts of an event. We gathered the best words of wisdom from founder Tricia Costello about event venues.

The first step in event planning is choosing event venues! “Location is everything when choosing a venue, especially when competing with other parties on the same night at the Oscars, SuperBowl, or high profile trade shows.” “Want guests to show up? Choose a venue that is close proximity to your event, hotel, or convention center.” ““Doing an outdoor event?  Find out the “noise ordinance”  music decibel and cut off time.  This goes for trade showexhibits too!  Shows typically won’t let you exceed a certain level with your sound system.”

The next step in event planning is planning at event venues! “We strive to leave all venues as they were when we arrived!  Don’t expect us to drill into walls or ceilings unless we receive written approval from the venue.” “We dream of raw venues with high ceilings, open plan, and exposed architectural elements.  Unique venues like this allow our expert designers and expert event planners to immerse your brand properly.””Discuss your restroom plans!  Is your venue equipped for your guests count or do you need to bring in a restroom trailer for your next event?”

Finally, the last step is making sure event venues are ready the day of the event! “Plan your load in with timelines and vendors. Schedule deliveries at your loading dock, venue or with the dock manager to streamline trucks and logistics.” “For larger more intense events, Schedule a final walk thru with clients, vendors and especially the venue to make sure everyone is on the same page.  Also, Fresh Wata usually likes to do this 1-2 weeks out for large events.” As a result, “The project manager or event coordinator should always discuss load in with the venue and your delivery staff.”

Keep these planner words of wisdom in mind and event planning around event venues will be a breeze!

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