Tag Archives: venue planning

6 Steps for Planning an Outdoor Event

6 Steps for Planning an Out of Town Event

This article is borrowed from Endless Entertainment, written by Matt Walker. 

It is not uncommon for event planners to get into a routine – planning similar events at the same couple of venues while using the same vendors and the same staff. We can’t always plan events in our shell, in a location we know like the back of our hand, with people we’ve known for forever. Sometimes we have to break out of our shell and plan an event in a brand new location with different people, different vendors, and different conditions. The trick is knowing how to use this to your advantage. Let’s take a look at a few tips to help with planning an out of town event:

1. Research and Learn About Your Venue Options

Without a background of living or working in the area where the event will take place, there’s a good chance that you will know little to nothing about the venues available in the area. Since knowledge about your venue is integral in the planning process for an event, utilize all of the resources you have to get a good idea of what each venue can offer to your event. Research venue information online, find photos of the venue layout and setups for previous events, reach out to any contacts you know in the area to ask any questions you may have, call the venues with capacity, layout, and pricing questions, and more.

2. Choose a Venue

Your choice of venue will affect every aspect of planning and executing the event, so be sure that you are utilizing as much information when making the choice as possible. Another factor that may come into play is whether the venue is indoor, outdoor, or a combination of the two. Since the event will be out of town, you might have to deal with different weather conditions than you’re used to dealing with. Be sure to check out weather predictions if your venue is outside or has an outdoor portion (deck, yard, etc.). Once you solidify your choice and lock down the date for your venue, you can begin with the rest of the planning process.

3. Decide If You’ll Use Local or Out of Town Vendors

If you’ve been planning events in your local area, chances are that you have a set of local vendors that you usually use. A choice that you will have to make when planning an out of town event is whether to use your usual, trusted vendors and transport the rented equipment or to use a different vendor in the location of the event. There are variables with both options. If you use your usual vendors, you will likely have higher expenses to transport equipment and you will have to be sure to keep equipment from being broken or scratched during travel, but you know the type of service and equipment you will be receiving. If you use an out of town vendor, you will not have to worry about transportation issues, but will likely be working with people you have never worked with before. This is a decision that needs to be made on an individual event basis depending on budget and how you feel about using a new vendor after reaching out to them.

4. Coordinate Travel and Lodging for Employees

Chances are that you will be using at least some in-house personnel at the event even if it is out of town. Depending on how far away the event is and how long the event will take, you will need to coordinate their travel and lodging. If they need to fly to the destination, flights will need to be booked well in advance to keep expenses down. If they can travel by car, carpools need to be coordinated and the process of how gas will be reimbursed needs to be laid out beforehand. When booking hotel rooms, be sure that you are holding the correct number of rooms with plenty of time in advance. Since they are staying in a hotel for an event, chances are there will be other people doing the same, and you don’t want to end up in a situation where there are no hotel rooms left to book! Deciding whether or not employees will be sharing rooms beforehand and, if they are, choosing who each person will be rooming with can help prevent a headache later on.

5. Include Extra Travel Time

Since employees are traveling to a place they probably haven’t been before, be sure to include a little extra time for travel in your itinerary. Since they are going somewhere new, there is a better chance that a wrong turn may be made, that they will have to go out of their way to find a gas station, that they will need to search for a restaurant, etc. Giving yourselves a little extra cushion in a new place can help ensure that you won’t be late for anything event related.

6. Be Understanding and Be Creative

Since you and your staff will be in a new location, possibly using different vendors and different equipment, and sleeping in a hotel, be sure to keep an open mind and be understanding with your crew. People WILL have questions, and that’s not a bad thing. Use this new situation to work with your crew under different circumstances and use the new venue and location to exercise your creativity and try things that you’re unable to try under usual circumstances.

About Matt Walker

Matt has been involved in marketing and event management for the better part of the last decade, planning concerts and comedy shows of national and local scale, tour managing various brands on national tours, coordinating VIP experiential marketing, and developing marketing plans for entertainment and technology companies.

The Grand Hyatt Mumbai

Grand Hyatt Mumbai is one of the best conference hotels in Mumbai for all types of meetings and Events that are conducted with unparalleled style, elegance and attention to detail. 

Pegasus Events executed a media master class and luncheon organised by Tourism Victoria, at this venue. Gary Mehigan, chef and co-host of Masterchef Australia, was the highlight of this event – he conducted a master class for the special invitees from the media, which was followed by the luncheon. For this reason, the venue used was Celini, where a special menu was designed and implemented by Gary. The set up at the venue was designed in a way to bring the feel of Melbourne, with its must-visit and popular destinations.

The Taj Palace Mumbai

 

Overlooking the Gateway of India with a panoramic view of the bay, the Taj Palace, Mumbai, is one of the leading hotels of the world and also a favorite destination for business. Known as Mumbai’s original luxury hotel, it is an event space like none other in the world. The palace has been restored to its pristine glory; and it provides an elegant setting for hosting high-level meetings and upscale private events.


It played the perfect host to the Parthenon Group’s education seminar, a high-profile corporate meeting, with its unparalleled hospitality.

The Westin Mumbai Garden City

The Westin Mumbai Garden City

The Westin Mumbai Garden City is a 5 star deluxe hotel which is 20 minutes away from Terminal 2 at The International Airport, located close to the business district and within easy access of the Bombay Exhibition Centre. Overlooking tranquil views of the Mumbai’s only National Park makes this premium hotel easy for guests to combine business and relaxation.

This venue played host to an annual awards ceremony for Aranca, a leading provider of customized investment and business research for global clients, executed by Pegasus Events. The venue’s muted colors, soothing lighting, state-of-the-art audio-visual equipment and sound systems created the perfect environment for an event of this kind. 

 

How to Choose An Event Venue

How to Choose An Event Venue

About the author: 

Jeff Caldwell is Brand Manager of Litchfield Landscape Elements in Carrollton, GA. 

Picking the perfect place for your private or corporate event is as easy as making a simple checklist and going through it. Here are the main points you’ll need to focus on in order to make your gathering a success.

Define Your Event by Considering Your Attendees
Think about what kind of event you’re going to host and the needs of those who’ll be participating. Will people have to drive long distances or fly into town to attend? Is your event going to span more than one day? The answers to these questions can help you decide whether you should select a venue that’s close to lodgings or dining establishments.

Other important considerations include timing and overall duration. Your guests are certain to become hungry and tired after a while, especially if they have to do a lot of walking or socializing. While these aren’t unmanageable problems during shorter gatherings, you may still prefer a venue that offers on-site accommodations.

Matching Amenities to Your Guests’ Needs
Once you’ve identified pertinent attendee needs, check on the amenities available at each potential location, but don’t limit yourself. If you’re unfamiliar with the area, for instance, find out about local dining, shopping and lodging options. Choosing a venue within walking distance of such conveniences can make it much easier to schedule multi-day events. When combined with outdoor shelters or local resources, like nearby parks and entertainment, a minimalistic venue can become the scene of an unforgettable gathering.

Ensuring the Location Can Support Your Schedule
Of course, you’re also responsible for the actual activities that will occur during the event. Your venue must be able to accommodate lectures, speeches, dances, banquets or anything else you need to make the overall gathering enjoyable.

So, how can you tell if your proposed location is suitable? In most cases, the easiest way to get a good feel for what you’ll be able to do with the place is to check it out in person. While two competing venues may seem to be comparable on paper, touring them yourself will make it much easier to choose something you feel comfortable planning around.

The Value of Close Inspection
You should also take advantage of your inspections by comparing each venue’s listed amenities with what you actually see. For instance, it’s not enough to simply have audio-visual equipment of uncertain quality on hand; you need to ensure that the cables, connectors and devices are current enough to meet your standards. Similarly, you should inspect critical fixtures, such as outlets and lighting.

Be certain the space can create the aesthetic effect or impression you want to promote. True, some of your attendees will be considerate enough not to blame you and your organization for the patchy wallpaper or shabby decor, but can you say the same for your international business partners? If you plan on dressing to impress, then your venue ought to do the same.

Distinguishing Price Factors
Finally, remember that venue pricing isn’t just about space rental costs. Most venues work on a contractual basis, and if you’re careless about the details, you may be confronted with additional expenses or unreasonable fees.

Be certain to ask about special rate availabilities for repeat events and investigate whether you’d pay less during other timeframes. Even if you’re dead set on a date, learning more about your options may help you gain more bargaining power and make a smarter choice for future events. Good luck planning!