Coordinate Venues and Sites

Coordinate venues and sites

When selecting multiple venues or sites for an event it is very important to consider the factors that may impact upon your co-ordination of these facilities. As an event organiser you may need to consider the following questions when considering multiple venues:

Will attendees need or want to move between venues?
Are the venues managed by a single entity or will you need to negotiate with multiple venue or site managers?
If these venues or sites are to operate simultaneously, will noise or other issues be an issue?
Is the access between and to the venues or sites suitable for the number of people expected at your event?
Are the sites or venues within a specific ‘event precinct’ that provides services and amenities that would support your event?
Are the venues or sites available?
Will you be able to receive approvals from either the management or local government to run your event within your preferred venues or sites?
What are the benefits to you, the audience and participants of using these venues or sites?
What are the disadvantages to you, the audience and participants of using these venues or sites?
Do the venues and sites fit the goals and objectives of the event?
Do the venues or sites fit the client’s brief?
Is there sufficient transport and parking facilities to cater for the expected demand?

Event precincts

Most of Australia’s capital cities have developed at least one event precinct whereby a number of major event facilities are clustered together. These precincts allow for common marketing and, in some cases, joint management strategies. These precincts are deliberately well served by meeting, transport, accommodation and recreation facilities.

These precincts provide event organisers with the opportunity to stage large events that by their very nature require multiple venues or sites. Examples of event precincts include Federation Square in Melbourne, Southbank in Brisbane and Darling Harbour in Sydney. Such areas provide a range of conference and meeting rooms, auditoriums, and exhibition space and entertainment areas.

Smaller, local ‘precinct’ venue arrangements may also be on offer. Local sporting facilities may offer a clustering of venues (eg racecourses) and many councils have community facilities that provide multiple venues.

Recommendation of preferred site or venue to your client

Gaining approval on your preferred choice of site or venue from your client is a major milestone in the organisation of the event. Client approval is integral to securing a venue or site.

When preparing clear and accurate briefings on venue or site options to your client or other key stakeholders,revisit the event brief and identify the essential criteria for the events success. You can then highlight how the venue or site has met the brief and also how it will contribute to the success of the event.

Once you have demonstrated the venue or site’s suitability, you can provide other reasons why a particular complex or precinct was your preferred choice. This discussion should focus on benefits to the event including benefits to all major stakeholders. Such benefits could include location, capacity, transport and accommodation options, OHS issues, cost, existing infrastructure, management, logistics, reputation and access.

Be prepared to answer questions and allow the client to have their say as they will make the final decision. Your role is to provide an exciting (and realistic) portrayal of the capacity of the venue or siteto deliver the quality outcomes required for their successful event.

Don’t forget—if the preferred venues or sites have disadvantagesdo not hide these as they may later become issues of non-disclosure. As the event organiser you should be able to provide rationales and manageable solutions for your recommended venue or site to gain the appropriate approvals.

Confirm venues and sites – Solo Activity 4