Stakeholder Needs for Venues and Sites Proforma

Stakeholder needs – case study

Inaugural Regional Food and Wine Festival

The client brief requires a suitable venue or site for the Inaugural Regional Wine and Food Festival. The festival is to be conducted over two days operating from 10:00am until 11:00pm.

The festival will showcase fresh produce, gourmet food products and wines from the local region. Commencing mid-afternoon until close, the festival will be supported by regional country music including bands and other performers.

This event is targeted at the general community, especially families. The theme is ‘Something for everyone’.

To facilitate patronage the venue or site needs to be centrally located, conveniently linked with pedestrian access, public transport facilities within close proximity and have nearby space for car parking.

Additional specifications required of the venue or site are:

easy ingress and egress for bump-in and bump-out for exhibitors and entertainers, with separate parking facilities to avoid congestion
availability of power to sites, with separate 3-phase power supply for stage and entertainment needs
accommodation for approximately 30 booths
able to be secured according to licensing requirements for the sale of alcohol.

There is a need for the venue or site to have comprehensive external signage to enable on-site promotion of the event and thereby strengthen the marketing campaign for the festival.

It is anticipated that over the two days the event will attract approximately 7,000 to 8,000 people, therefore adequate public facilities and First Aid services must be available.

The client is keen to ensure minimal disruption to local businesses and residents in the vicinity.

The following table shows the Inaugural Regional Wine and Food Festival stakeholders’ needs for a venue or site and how the selected venue/site meets these needs.

Develop venue/site specifications – Solo Activity 5

Inaugural Regional Food and Wine Festival

Stakeholders / Venue or site requirements / Venue/site meets stakeholders’ needs by…
Attendees
Guests
Delegates / Multiple access avenues:

Accessible public transport
Accessible by car with available parking
Accessible pedestrian access

Amenities and facilities:

Suitable for general community, families and those with a disability
Easy access around the venue or site
Sufficient space to position facilities and amenities effectively

Venue or site appeal:
Strong history of successful events through patronage
Access to Emergency services /

Centrally positioned well supported with excellent infrastructure — easily accessible by train, bus, and car, eight multi-story car parks
Venue/site is level and has paved pedestrian walkways and access; there are four green zones with one large green zone in front of the staging area
Two strategically placed ‘You are here’ boards;venue has novelty train for transporting patrons around the venue
Existing disability access
Two parenting rooms and four public amenities blocks
Venue is 6-years old, approximately 100 events per year; strong community recognition
Existing Fist Aid rooms (six) around site

Event organiser
Host organisation
Clients / Venue/site profile:

Venue/site supports the theme and event objectives
Enhance the profile of the region and its suppliers
Venue/site has a strong reputation
Sound Infrastructure to attract attendance

Meets the all necessary regulatory and local council approval requirements
Suitable size for anticipated number of attendees
Meets ingress/egress requirements for staff, performers equipment
Parking availability for staff, performers and exhibitors
Suitable power supply available — including outlets, lighting and audio
Venue/site will accommodate 30 booths with suitable configuration, including sight lines and seating

Minimal impact on local residents or businesses

Site or venue has useable external signage for additional promotion
Venue/site is licensed and meets all regulatory requirements for the tasting and sale of alcohol
Venue/site has well-developed security and evacuation plans
Venue/site has strict environmental codes of practice

Site is modern and stylish; green zones create a country feel
Strong history of well-patronised events
Centrally positioned well supported with excellent infrastructure easily accessible by train, bus, and car; eight multi-story car parks
Venue holds necessary council approvals
Venue/site has two delivery entrances
Venue has on-site electrician and P.A. system
Venue/site space is suitable for 100 booths
Venue/site configuration is flexible
Excellent location, good traffic flow minimum disruption to residents and businesses
Meets client/brief requirements
Meets client/brief requirements; documentation supplied
House operational policies provided by venue
House policies provided by venue

Sponsors
Exhibitors
Entertainment
Staging company
Contractors
Suppliers /

Workable ingress/egress for staff contractors, suppliers, exhibitors, performers, refuse removal
Lead time access sufficient to build and dismantle the event
Availability of power (amount available and outlets) and lights audio
Venue configuration, does not create any dead zones
Venue/site enables wine suppliers to comply with regulations
Promotional signage is able to be displayed effectively in certain areas
An accessible and secure site that allows exhibitors to feature their products in appropriate booths, and a site that will be popular with attendees

Venue/site has two delivery entrances
Venue/site booking for four days to allow for bump-in and bump-out activity
Venue has on-site electrician and P.A. system
Configuration is flexible
Documentation provided by venue
Exhibitors have access to fixed billboards; there are two directory boards located in the venue
Venue/site has excellent branding providing strong Industry and community recognition

Emergency Services / Access for Emergency services /

Main entrance has vehicle access plus two delivery entrances
Existing Fist Aid rooms (six) around site

Regulatory authorities /

Venue/site meets all appropriate regulatory and legislative requirements and is Council approved
Site or venue is has strict policies on alcohol use
Site or venue meets Food safety requirements
Site or venue meets Crowd Control requirements eg size
Will only permit certified personnel to operate equipment

Venue holds appropriate certification as per the hiring contract; additional documentation will be supplied
Venue/site has maintenance staff and grounds staff available

Neighbours /

Minimum disruption during bump-in and bump-out, eg minimal traffic congestion, noise, rubbish
Specified operating times (eg for noise) will not impede the event

Existing traffic flow procedures ensure minimum disruption
Venue operating times are suitable and meet council requirements