Site Management - Domain H - 21 Questions Flashcards
Site Management
Refers to all of the details the event manager must supervise at the venue - mostly to do with on property management!
1st Step: Site Selection - encompasses designing event, managing event on-site, and managing event communications
Site Selection
Features of Events, Budget MUST be done BEFORE Site Selection
Before site selection - goals and objectives, event profile, budget etc.
Site specifications - criteria to include the above, as well as historical event data, geographic region, preferred dates etc.
Site selection includes selection of destination as well as venues!
Resources for Destination Selection
(Other to include, industry publications, trade shows, association membership and meetings)
- Destination Marketing Organization (DMO or CVB) = Their job is to represent the geographical area - helps to market the destination!
- They can provide destination information, distribute RFPs, assist with site visits, transportation- CAN’T show preference to certain vendors
- Non-Profit, government entity
- PCOs (Professional Congress Organizers) = Independent Planners that specialize in site selection (overseas term)
- DMCs (Destination Management Companies) = For-Profit COMPANY
- help to MANAGE events
- experts in the location they are in
- PAY for services - meet and greet at airports, ground transportation
- Know “Hidden Gems” of city
- Can be hired to work events
- CAN show preference!
Types of Venues
Convention Centers - usually have exhibit halls, attached to hotels, but no actual sleeping rooms on property
Conference Centers - IACC certified, think FPBSN! - ultimate learning center/experience, CMPs
Hotels (Downtown, Airport, Suburban - SEE NOTES) - Why would you pick one hotel over the other?
Resorts - all-inclusive, lots of amenities, lots of $$ but a one-stop shop, far away from everything!, great for VIPs, but will spend $$$ on transportation
Cruise Ships - can be chartered solely for group, or may use a portion - a lot now have meeting amenities on board
College Campuses - sometimes have a standalone hotel, great for a budget!, mostly used during Summer, and can use on-campus facilities
Non-traditional venues - historical facilities, museums, outdoor areas etc.
Building the RFP
Must include:
Contact info
Event profile - information on group, attendees, history, preferred dates
Guest room block information, function space, food & beverage, AV needs, insurance, accessibility
Decision-making processes, timeline
Selection Criteria
(Site Inspection Checklist)
After reviewing RFPs - determine if dates are more important, the destination, sleeping accommodations etc.
- rate venues based on dates, rates, space etc.
- keep risk management factors in mind!!
- anticipated construction?, environmental factors, emergency exits, venue condition, fire sprinklers etc.
Site Infrastructure
Must evaluate site for all facilities and services available:
- AV resources
- Environmental conditions
- If satellite event venues needed, how far away from main venue
- Safety and security
- Shipping and freight deliveries
- Travel for all attendees
- Natural and cultural attributes
- Parking
THEN - conduct inspection of the venues
Design Site Layout
Consider the event’s goals and objectives, event profile, budget, historical data as you work on the layout.
Site Infrastructure - existing infrastructure will form an outline of the site layout. = FLOOR PLANS
Attendee Profile = appropriate steps to accommodate all persons at an event should be taken (ADA, UK Equality Act etc.), think of optional accommodations that could successfully impact the event
i.e. = Simultaneous Interpretation - is when an interpreter translates the message from the source language to the target language in real-time - could need additional rooms for storage etc.
Other things to consider in attendee profile - what services are expected, signage needs, how will attendees travel to event, what times do they usually arrive?
Event Concept/ Program Design
Is this a networking event?
Is this a workshop, lecture, symposium etc.
Exhibit hall needed?
Any social functions needed?
Staff offices?
Speaker ready room, press room?
How much time is allocated between breaks?
Site Design and Planning
Site Plan - integral document detailing meeting room assignments and the placement of permanent and temporary structures within venue
A GSC (General Services Contractor) could assist in making a CAD - Computer Assisted Drawing = floor plans, room diagrams etc.
(think about the coordinators making floor plans to scale!)
- Registration, VIP Rooms, Green Rooms, Staff Rooms, Speaker Room, Press Room, Offices, Storage
Establishing Space Assignments and Set-Up Configurations
- based on projected attendance for each program element
- use capacity charts to guarantee space is adequate
- use ALL information since collected (including GOALS & OBJECTIVES) when assigning rooms
- always keep into account the placement of exits/entrances, stage placement, AV placement - as this will impact room set-up
- Traffic Flow - keep in mind! - queues
Manage Meeting or Event Site (ON-SITE)
Logistics Action Plan - exact dates and times you will have access to venue. This is a contracted amount, so make sure you have enough time for set-up, the event, and tear-down.
Event Specifications Guide (ESG) or Production Schedule - contains all pieces of even, before, during and after - all in a logical progression - this is NOT an agenda!
- can also contain floor plans, exhibit layouts, personnel lists, objectives, security procedures etc.
- should be distributed to all department leads, suppliers, team leads, venue personnel
Be aware of shipping, storage etc. And do not make more work for yourself! Keep all suppliers in mind when scheduling deliveries or set-ups.
Material Handling Fee
charge for receiving and handling items, as well as storage
Shipping
Customs Broker - who you got when you need to ship internationally; fill out ALL paperwork
Freight Forwarding Company (should ALSO be a customs broker!) - should pick up all materials, provide shipping paperwork, insurance coverage, assist in preparing and handling all customs formalities, transportation, show site supervision and services, freight loading and removal
Shipping Paperwork
Pro forma Invoice - packing list which describes what you are shipping - quantity, value, dimensions etc.
- Should have separate invoices for materials 1) returning home, 2) to be sold overseas, 3) distributed free of charge at event
Temporary Import License (Paperwork) - tax exemption regarding the temporary imports
Temporary Import Bond (TIB) - materials that are NOT for sale, financial relieving of fees, taxes, duties also because its temporary!
US Export License - Gov’t document that permits the licensee to export designated goods to certain destinations
ATA Carnet - international customs document that permits duty-free and tax-free temporary import of goods for up to one year (Admission Temporaire/ Temporary Admission) - Does NOT include consumable or disposable goods because those will not turn home
Value-added Tax (VAT) - applies to all EU countries and others - it is a tax on the estimated market value added to any product at each stage of its manufacture or distribution, ultimately passed on to the consumer. Applies to cost, insurance, and freight value and duties
Cost, Insurance, Freight (CIF) - pricing term indicating that these costs are included in the quoted price
