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Evaluating a banquet room when it is empty can be deceiving,
especially if you are considering a creative or unique room
configuration. Subsequently, you'll want to get plenty of
details about the meeting space so you know what you'll be
dealing with. Make sure those details include technology specifications
and capacity…some rooms may not meet your requirements.
Ask questions about the venue's wiring and technical capacity
up front while there is time to make modifications.
--What is the name and square footage of each room?
·--Ask for floor plans with details on dimensions,
ceiling height, seating capacities, and breakout configurations?
·--Does each room have separate temperature and lighting
controls?
·--Will you need to have special lighting brought in?
·--Is the sound proofing adequate in all of the breakout
rooms?
·--What stage layouts and sizes are available?
·--Is there a sound/projection booth; and list of equipment
available?
·--Are there hang points in the ceiling, if so, what
are the weight limitations?
·--Does the venue have an on-site audio/visual technician?
--Will the property provide security or is that your responsibility?
·--What is the drayage policy?
·--How many rest rooms are near meeting rooms?
·--Where are the elevator banks? What is the freight
capacity?
Additional Information:
Event attendees count on the planner to handle the details…everything
from meals to parking. Also, ask about what other events being
held at the same time as yours. You want to make sure there
is no conflict. Example: An event that requires quite for
a speaker or presentation should not occur right next to an
extremely lively event. A few other questions to ask:
--What types of theme parties are offered?
·--Are outdoor spaces available for special events?
--Is there a business center? If so, what services and hours
are offered?
--Is on-site parking or valet available? What is the capacity
and rate?
Provide some general information about the event during the
initial planning session. Include the number of attendees,
the length of the meeting and the catering requirements. A
meeting planner will then ask for more so they can frame client
expectations. The number of attendees (including projected
walk-ins) and the length of the meeting will determine the
catering requirements. Will there be a continental breakfast,
lunch and dinner? If so, which ones, and when should they
be served? The venue manager should be present during all
planning discussions because they'll be involved in the production
process.
Other important issues to address involve attendee comfortable
and logistics. They should be able to easily and quietly enter
and exit the room, and not cause a distraction for other attendees,
e.g. noise from the hall way or adjacent rooms. During your
walk-through, take note of the room's lighting, ceiling height
and potential obstacles to access. The meeting area must be
ADA (American Disability Act) compliant. Other things to consider:
-- Are the tables and chairs in good condition and comfortable?
What is the condition of the air walls?
--Is ventilation adequate?
--Is the room large enough to accommodate all of the attendees
and walk-ins?
--Are there enough emergency exits and restroom facilities?
--Does the meeting require teleconferencing and internet access
and is that available and working?
--Don't forget to test electrical and phone outlets prior
to the meeting
--Are there any contractual, union or other policies that
you need to be aware of and what are the costs associated
with them?
Some venues have contracts with specific vendors and anyone
planning events at these venues must honor those contracts.
The associated costs may be higher than those of your preferred
vendors and this information must be established early in
the planning process so that your client is aware of them.
They may also impact the meeting's budget.
 Mark
Sonder, CSEP is the Chief Entertainment Officer of Mark Sonder
Productions, a leading national entertainment agency providing
headline talent and production services for large venues,
corporations and associations. In addition, Sonder sits on
the faculty of The George Washington University MBA/MTA Diploma
and Event Management Certificate program. Event
Entertainment and Production is the book published by
Wiley authored by Sonder, Copyright 2004.
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