1st Edition

Working with Venues for Events A Practical Guide

By Emma Delaney Copyright 2018
    268 Pages 64 B/W Illustrations
    by Routledge

    268 Pages 64 B/W Illustrations
    by Routledge

    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.

    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


    Emma Nolan