Working with Venues for Events : A Practical Guide book cover
1st Edition

Working with Venues for Events
A Practical Guide

ISBN 9781138944534
Published December 5, 2017 by Routledge
268 Pages 64 B/W Illustrations

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Book Description

This is a book for aspiring event managers, providing both a theoretical and a practical guide to selecting and working with venues as part of the event planning process.

The book explores the different types of venues available to event managers, from unique venues such as historical buildings and theatres to sporting and academic venues, analysing the specific characteristics, benefits and drawbacks that distinguish them. It also illustrates how venues function and are managed, incorporating key aspects of venue management including staffing, marketing, legislation, production, scheduling and administration. Sustainability, ethics and technology are also integrated throughout, along with a vast range of industry examples of different venue types and events from around the world.

Comprehensive and accessible, Working with Venues for Events offers students an essential understanding of how event managers can successfully negotiate, work with and plan for a successful event in a variety of venue settings. This is an invaluable resource for anyone with an interest in events management.

Table of Contents

Chapter 1: The Evolution of Venues

1.1 Introduction

1.2 Venues Rooted in Early Civilisations

1.3 Venues from The Middle Ages

1.4 The Industrial Revolution and Venue Development

1.5 Hospitality Providers

1.6 Unique Venues: Historical Buildings

1.7 Unique Venues: Theatres and Cinemas

1.8 Using Unique Venues

1.9 Sporting Venues

1.10 Using Sporting Venues

1.11 Purpose Built Event Venues

1.12 Using Purpose Built Venues

1.13 Academic Venues

1.14 The Events Industry Today

1.15 The Future of Venues

1.16 The Evolution of Venues – The Venue Manager’s Perspective

1.17 Summary

1.18 Further Reading

Chapter 2: Incorporating Venues into the Design of Events

2.1 Introduction

2.2 Event Design

2.3 Creativity

2.4 The Role of the Venue in Event Design

2.5 The Client

2.6 The Event Aim and Objectives

2.7 The Target Audience

2.8 The Budget and Other Parameters

2.9 Stakeholders

2.10 The Programme

2.11 Theming

2.12 Event Psychology

2.13 Symbolic Interaction Theory

2.14 Ambience

2.15 Architecture

2.16 Incorporating Venues into the Design of Events – The Venue Manager’s Perspective

2.17 Summary

2.18 Further Reading

Chapter 3: Choosing a Destination

3.1 Introduction

3.2 Event Tourism

3.3 Client Requirements and Attendee Profile

3.4 Travel/Length of Event

3.5 Accommodation

3.6 Amenities

3.7 Suppliers

3.8 Trade Shows and Familiarisation Trips

3.9 Working with DMOs

3.10 Convention and Visitor Bureaux

3.11 Privatisation and Disintermediation

3.12 Bidding for Events

3.13 Choosing a Destination – The Venue Manager’s Perspective

3.14 Summary

3.15 Further Reading

Chapter 4: Initial Venue Considerations

4.1 Introduction

4.2 Gathering Information

4.3 Location

4.4 Residential Venues and Leisure Facilities

4.5 Capacity

4.6 The Design of the Venue

4.7 Facilities

4.8 Catering

4.9 Availability

4.10 Staff

4.11 Prices and RFPs

4.12 Access

4.13 Venue Finding Agencies and DMOs

4.14 Evaluating Proposals

4.15 Initial Venue Considerations – The Venue Manager’s Perspective

4.16 Summary

4.17 Further Reading

Chapter 5: Sustainability in Event and Venue Management

5.1 Introduction

5.2 Sustainability in Event Management

5.3 Frameworks for Sustainable Events

5.4 Sustainability Guidance for Event Managers

5.5 Sustainable Venues

5.6 Sustainability Challenges for Venues

5.7 Meeting the Expectations of Attendees

5.8 Corporate Social Responsibility and Branding

5.9 Venue Grading Schemes

5.10 Event Certification

5.11 Sustainability and Quality – the Venue Manager’s View

5.12 Summary

5.13 Further Reading

Chapter 6: Organising a Site Visit

6.1 Introduction

6.2 The Purpose of the Site Visit

6.3 Spatial Awareness

6.4 The Itinerary

6.5 Assessing the Exterior of the Building

6.6 Assessing Communal Areas

6.7 Assessing Each Room

6.8 Inspecting Ancillary Rooms

6.9 Catering Operations

6.10 Access for All Guests

6.11 Residential Venues

6.12 Venue Staff

6.13 Starting Negotiations

6.14 Site Visit Evaluations

6.15 Organising a Site Visit – the Venue Manager’s Perspective

6.16 Summary

6.17 Further Reading

Chapter 7: Working With Venue Suppliers

7.1 Introduction

7.2 Venue Support in Event Planning

7.3 Discussing Your Venue Requirements

7.4 Site Planning

7.5 Transport Planning

7.6 Civic Support

7.7 Suppliers’ Venue Requirements

7.8 Types of Catering Operation

7.9 Types of Catering Service

7.10 Payment for Catering

7.11 Venue Technical Support

7.12 Additional Suppliers

7.13 Venue Manager’s Perspective

7.14 Summary

7.15 Further Reading

Chapter 8: Technology

8.1 Introduction

8.2 Virtual Events

8.3 Hybrid Events

8.4 Technical Specifications

8.5 Riders

8.6 A Technical Site Visit

8.7 Charges

8.8 Technological Developments in Events

8.9 Technology – the Venue Manager’s Perspective

8.10 Summary

8.11 Further Reading

Chapter 9: Understanding Venue Charges

9.1 Introduction

9.2 REVPAR and Yield Management

9.3 Significant Influences and Trends

9.4 Day Delegate Rates

9.5 Standard Room Hire Charges

9.6 Attrition

9.7 Recharges

9.8 Penalty Charges

9.9 Negotiating and Securing the Best Possible Hire Charges

9.10 Guaranteeing the Venue an Income

9.11 Subvention

9.12 Payment

9.13 Understanding Venue Charges – the Venue Manager’s Perspective

9.14 Summary

9.15 Further Reading

Chapter 10: Contracts and Licensing

10.1 Introduction

10.2 Legislation and Licensing

10.3 Health and Safety Guidance, Legislation and Insurance

10.4 Contracts

10.5 What to Expect in the Venue Contract

10.6 Understanding the Venue Contract

10.7 Penalties, Force Majeure and Indemnity Clauses

10.8 The Venue’s Contractual Responsibilities

10.9 Negotiating the Venue Contract

10.10 Transferring Responsibility to Suppliers and Guests

10.11 Using Event Staff at the Venue

10.12 Contracts and Licensing: – the Venue Manager’s Perspective

10.13 Summary

10.14 Further Reading

Chapter 11: The Role of the Venue in Event Preparation, Delivery and Evaluation

11.1 Introduction

11.2 Information Requested by the Venue

11.3 Changes to the RFP

11.4 The Operational Schedule

11.5 The Venue Manager’s Expertise

11.6 Getting the Most out of Venue Marketing Opportunities

11.7 Asking for Help and Advice

11.8 Final Venue Checks Before Event Day

11.9 The Venue’s Priorities on Event Day

11.10 The Role of Venue Staff on Event Day

11.11 Event Closedown

11.12 Event and Venue Evaluation

11.13 The Role of the Venue in Event Preparation, Delivery and Evaluation – the Venue Manager’s Perspective

11.14 Summary

11.15 Further Reading

Chapter 12: Venue Based Employment

12.1 Introduction

12.2 Venue Based Roles

12.3 Venue Marketing Roles

12.4 Venue Sales Roles

12.5 Venue Operations Roles

12.6 Duty Manager Roles

12.7 Specific Venue Roles

12.8 Key Skills for Venue Staff

12.9 Academic Qualifications for Venue Staff

12.10 Practical Qualifications for Venue Staff

12.11 Getting Experience

12.12 Looking for Venue Based Employment

12.13 Career Development in Venues

12.14 Conclusion

12.15 Further Reading

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Emma Nolan has 25 years’ experience as an event management practitioner and an academic. This includes working in visitor attractions, theatres and local authorities and delivering events for a variety of clients including political parties, the TUC and the NHS. Emma moved into academia in 2008 and worked at the University of Winchester as a Senior Lecturer in Project and Event Management for several years. Emma is a Senior Fellow of the HEA, has an MA in Education and is currently working towards her PhD at the University of Chichester, UK.