Have you ever looked at a venue and totally fell in love with the idea of using it for that special event that you had in mind, proposed it to a client, only to later learn that it just wouldn’t work.  In our experience this seems to happen all the time, which is why it’s imperative that when choosing a venue that one does all their homework.  No matter how big or small an event, a good event coordinator or planner, knows that surfing the net and viewing a venue on a website, or getting a marvelous description over the phone isn’t good enough.  One needs to make sure that in spite of a busy planning schedule, physically visiting the venue can make a world of difference between a successful event or a failed one. 

There is no doubt about it, a one on one meeting with the venue representative will give you a clearer understanding of exactly what they do or don’t offer, and  of what their shortcomings are. You will get to meet firsthand the people that will be assisting you on the day of your event, be it the venue office staff or their soft service staff, which are security and cleaners.  The more familiar you are with each other, the easier it becomes to host a seamless event. On the day of your visit, one is sure to see all those undesirable elements that need to be attended to prior to the big day. An out of order restroom, broken door handle, or faulty plug point can be catastrophic if not detected and sorted out in advance.

Never assume that the venue rate includes all the extras as per the often glamorized advertisement.  Essentials like tables and chairs, AV and sound equipment, or even accessible parking, can completely throw you off budget if these are additional costs. As an event coordinator you should also be aware  of any hidden costs in the small print.   Penalty fees for not using the venue’s preferred suppliers, breakage fees or strike down fees are often not clearly outlined.

Most importantly event companies should have their own insurance and  liquor license should the venue not have their own.

It is crucial that the venue caters comfortably for the amount of delegates you wish to host. Accessibility from parking areas in and around the venue is another vital component. Check that paraplegic ramps or escalators are available and easily accessible.

It is essential that your back up plan include standby personnel; a plumber, electrician and even a generator. Should the event take place over a couple of days ascertain that suitable accommodation is available close by.

Different events require different levels of planning - follow these basic tips and you are halfway there.

A combination of the ideal venue, friendly staff, adequate planning time and access to the right budget, is a recipe for success.

Charlotte Msibi van Staden
Marketing Manager
Walter Sisulu Square, Kliptown
011 945 2200