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What are the Requirements for the Event Venue in Event Planning?
When you start planning an event, you must have a comprehensive event plan. Make a table like the one given below and list your requirements. It can help you establish the basic process of the event so that you have an overall understanding of the needs of the event. Use this table to measure the different locations you want to choose to host the event and see if these locations can meet all your requirements. Remember to include the requirements for the moving-in and installation of stage lighting and audio equipment, rehearsal, and the disassembly and removal of equipment, especially the requirements for timing and logistics.
Imagine the entire process of the event and determine the requirements for the corresponding event space. Examine the feasibility and start making cost reports. Be as specific as possible. If the audiovisual equipment and stage construction require a 20-foot (6.1 meters) ceiling, it should be clearly stated in the form. Of course, it must also include space for arrangement and rehearsal in advance. If you need to reserve the banquet hall 24 hours in advance to ensure that the furnished venue can be reserved until the day of the event, list it too. If you need to prepare a dressing room for the performers, prepare an office for the staff. Or arrange an area to display items, you must notify the venue when you proceed to set up so that they can reserve a suitable space for you. Once the contract is signed, reducing excess space is much easier than finding ways to solve the lack of space.
Event schedule
• First day, Second day, Third day, Fourth day, Fifth day, Remarks
• Breakfast
• Morning activity
• Lunch
• Afternoon activity
• Cocktail
• Evening activities
In order to prepare an accurate budget, you need to take care of all aspects of the event and try to take all possible costs into consideration. In the process, you will find that there are many different items to be included in the cost, such as obtaining street parking permits, hiring off-duty police officers, etc. Which of these costs should be included in the cost and the reason for paying these costs. Make it clear. It is necessary to continuously update the cost accounting and increase or decrease items according to changes. As mentioned earlier, it is important to keep abreast of expenditures so that you can make timely adjustments and have sufficient funds to ensure the integrity of the elements of the activities, which are necessary elements to achieve the company's activity goals. In short, a suitable event location plays an important role in realizing all the ideas.
For example, an event wants to bring a sense of temporary beauty through the setting of the scene, making it an event that people will talk about in the next few years. It is like a special symphony performance given to guests by well-known musicians under the twinkling stars in the desert. You can let the guests arrive in a hot air balloon at sunset and bring champagne to the landing. While planning creative events, the actual cost of the venue must also be considered.
For instance, if the weather conditions or wind conditions are not suitable for a hot air balloon flight, there must be backup transportation for guests who are not willing to take hot air balloon, and return transportation (because hot air balloon cannot be used after dark flight), A transparent plastic tent (suitable for use in bad weather), a cooking tent, toilets, vehicles to transport facilities to the desert, medical assistance on standby, security, lighting facilities, heating equipment, power, and backup generators, and responsible Inspectors who handle abnormal situations, etc. When all the expenses are included in the budget, you may find that the cost of holding such a special event in the desert is too high. Instead, consider other options or see where there are funds available in the cost report to realize your original vision. Under any circumstance, you must clearly know the financial situation in order to make an informed decision.
The event is well planned and the event is executed step by step to ensure that there is no accident in the end. Only by understanding the various costs in advance can a wise decision be made.
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