Handout 7

Question 1

is a space where an event or meeting happens. It may vary depending entirely on the type of the planned event or what the client needs.

Answer 1

venue

Question 2

It is important to balance the size of the venue space with the size of the audience. A bigger venue does not necessarily produce better outcomes for the event. The venue must still create enough space to give stakeholders more room to listen, participate, socialize, relax, and
breathe

Answer 2

Strive for focus and well-being.

Question 3

Select a venue that is accessible by most public transportation. This will help make the event more reachable by a larger audience especially it the event is open to public and keep the environmental impact as low as possible. Selecting a good venue will also set the tone of the event. while choosing a space that’s easy to get lost in might pose a problem.

Answer 3

Keep it simple and accessible

Question 4

The venue must not limit the program elements in achieving the event’s objectives. To meet staging and technical requirements correctly, rent or go to the confirmed venue at least a day before D-day (day of the event) to allot enough time for setup and rehearsals.

Answer 4

Consider production needs.

Question 5

Some additional spaces outside the venue’s main area may be created to enhance the event program. Create social spaces like an event lab (space where attendees try out new software, gadgets or tools), a blogger’s lounge (space used by attendees for online media coverage), or a live webcast lounge in case there’s an overflow of attendees (especially if there are walk-ins). This will be discussed further in the laboratory session.

Answer 5

Designate spaces

Question 6

Work with the event treasurer or finance committee to figure out which venues can be afforded. Looking for venue sponsors might be of great help when cutting some expenses from the overall budget.

Answer 6

Know one’s scale and ambitions

Question 7

The decision on selecting venues also depends on the size of its target audience. event organizers must keep in mind that their goal is to select the venue that best fits the needs of the attendees, not to secure the largest venue available.

Answer 7

Considering Event Size

Question 8

With an audience size of less than 200 pax (a business term referring to the number of persons or individuals involved or participating in a particular activity or event), the venue must be an intimate and comfortable gathering where attendees can easily connect with the people sitting next to them.

Answer 8

Small-scale

Question 9

• With an audience size of more than 200 pax, the ideal venues are concert halls, opera houses, large hotel conference centers, stadiums, outdoor plazas, and activity centers.

Answer 9

Large-scale

Question 10

is a must to make sure the event site offers all that the event organizers are looking for at a venue. It requires a physical review of the site or venue being considered. Through the site inspection, the event organizer can absolutely guarantee that the site is appropriate for the planned event.

Answer 10

ocular visit or site inspection

Question 11

are a barometer to choose the best site by comparing potential sites, weighing the sites, referring to the objectives and creative handle of the event, and ranking the sites.

Answer 11

Site selection criteria

Question 12

How many people are expected to attend? Is the seating capacity suitable? Are the facilities large enough to provide a comfortable experience for the attendees? Does the site/venue allow attendees to move around without bottlenecks and delays?

Answer 12

Size of the event

Question 13

Does the site/venue fit the organization’s image or brand? Does it give the correct impression of the planned event? Will it appeal to the target audience? Will the venue’s staff add to the attendees’ experience in a positive way? Is the lavout of the site suitable for the event?

Answer 13

Suitability

Question 14

Is the site/venue easily accessible to those attending? Does the location offer the necessary road, rail, or air links? Is the venue/site suitable for any extra events, shows, excursions that have been planned? Is the location quiet or close to accommodations if they are required? Is the site/venue in a safe area?

Answer 14

Location

Question 15

Is the site/venue available on the date/s required? Are any extras, such as equipment and accommodation, available on the date/s required? How flexible is the venue’s management if the event dates are changed?

Answer 15

Availability

Question 16

Does the site/venue have a variety of meeting rooms if required? An auditorium, if necessary?
Can the venue offer a projector, electronic whiteboard, Wi-Fi access, or printing, photocopying, or fax service? Can the site provide food and beverage services? Does the venue have enough vehicle parking spaces?

Answer 16

Facilities

Question 17

-Does the venue fall within the budget for the event? What type of rates do they offer: 24-hour per delegate rate or individual room hire rate? Can they offer any discounts? Can the price be negotiated? Are there hidden costs? When is the payment required? Is a deposit required and, if so, how much and how far in advance? What is their cancellation policy?

Answer 17

Cost

Question 18

it is very important to the health, safety, and comfort of all stakeholders attending and taking part in the planned event.

Answer 18

Designing Site Layout

Question 19

This is measured based on the available audience space, the number of emergency exits, and the risk assessment for the venue and the event. Therefore, site layout is particularly important in maximizing the audience’s potential.

Answer 19

Capacity

Question 20

This requires careful consideration for the audience, staff, equipment, and entertainment

Answer 20

Access and Flow.

Question 21

(areas that the public should not gain general access) may be necessary. Areas such as a rendezvous point (for emergency
services to use in the occurrence ot a maior accident or a tireworks tall-out zone require caretu consideration of their placement, size, and barrier or security protection system.

Answer 21

Sterile Areas

Question 22

If the event is taking place outdoors, a thorough assessment of the existing and anticipated conditions of this is necessary.

Answer 22

Surface and Underground Conditions

Question 23

If the event is being held outdoors, event organizers must have to accommodate these in the site layout. Whenever possible, these features must be used to one’s advantage. these may include hills, gullies, open water, trees, overhead cables, public carts or monuments, etc.

Answer 23

Existing Site Features

Question 24

Different factors will influence where event organizers can position
equioment and services.

Answer 24

Placement of Equipment and Services

Question 25

The calculation of the level of these facilities required at events is based on several factors including audience capacity, audience protile, duration o the event, and the existing facilities available in the venue. General guides exist, but it is best to seek an experienced contractor’s and the local authority’s advice to ensure that the estimate is neither too high nor too low.

Answer 25

Sanitary Facilities

Question 26

When planning the site layout, keep local residents (if there
are any)

Answer 26

Local Residents (Commercial and Domestic).

Question 27

Regardless of how well-considered the layout is, if it does not have the appropriate signage to direct people around the site or venue, the space could be rendered ineffective, crowd management
issues may arise, and health and safety compromised.

Answer 27

Signage.

Question 28

This directs people to the nearest exit, toilet, refreshment area, etc.
Information signage - It tells people where they are in the venue or site and shows them where facilities are on the site.

Answer 28

Directional signage

Question 29

This shows the location of emergency exits, firefighting equipment, danger zones, etc.

Answer 29

Safety signage -

Question 30

An inclusive approach is required for all aspects of events management. PWDs have the right to equal treatment and should not be discriminated.

Answer 30

Facilities for PWD

Question 31

Events can generate a tremendous amount of litter that have to be collected, disposed of, and recycled as appropriate.

Answer 31

Waste