Venue Finding Archives | ZiaBia

Multi-location venue find

We were kept busy this summer with a really exciting venue find brief for a European roadshow.

The venue find brief:

With the brief given in May and the events set to start in September time was of the essence. This was a full team effort!

With a venue find this big it would have been easy to get in a muddle. Planning was critical.

The venue find

Two of us started with the actual venue find – to find unique and interesting venues that matched the clients brief on the right date and within the budget. We were spoilt for choice in some locations and others less so!

We concentrated on the September events first, then October, followed by November. 

Shortlisted venues were shared with the client’s regional teams. They then provided critical, on-the-ground feedback. We then knew quickly whether we needed to keep looking or to take conversations further with the venues.

 

Due to the disparity of the locations and relatively short-timescales, site visits were out of scope. We went into detail with the venues to ensure we were content with the spaces before we went to contract.

There were a lot of internal huddles about this project so the whole team were kept up to date and to ensure best outcomes for the client!

 

Top tip!

Get photos of all the spaces, floor plans and have detailed conversations. Don’t rely on the marketing photos from the website!

 

Contracting

Then to the contracts – and there weren’t just 21 of them!

Many venues worked with external AV, branding  or catering companies! Not all were in English so needed translating but with the native language version to be signed and returned.

 

Work was also underway to be able to pay suppliers in seven different currencies with fifteen different tax laws. And keep everything in a budget set in in US dollars… and also to be able to sign contracts on the client’s behalf by working their legal teams on MSA’s and SOW’s.

We are now best friends with our accountants VAT specialist, especially in these post Brexit times!!

 

Delivery

But we did it!

It has been a big team effort to deliver, and we have learned a lot along the way – us and the client!

 

The first event kicked off in Frankfurt in September where we were on site to see it come to life.

We are now approaching the mid-point of the series. We are still having regular regional client meetings, reviewing events held and refining for the future events.

 

As you would expect, we are always looking for ways to improve, so a very detailed (would you expect less!) debrief will be carried out with each of the clients regional teams!

Our hope – to be able to better the role out for 2023 with our client!

Make your event memorable

Introduction 

To set aside one event from another, there needs to be a ‘WOW’ factor. When planning, we always focus on how we can elevate the project to execute something that will be memorable for our delegates. ‘WOW’ will mean different things to different people, so below we offer some generic elements that we always consider when creating our clients memorable events. A 'WOW' factor doesn't have to blow your budget, it can be showing thought and attention to detail.

 

The Venue Is Key

The right venue choice goes without saying. The first details that a delegate usually receives regarding an event will be the venue, so you need to make an impact if this is your focus. Something quirky. Somewhere new. Something iconic within the events industry. Or throw your delegates a curveball and send them somewhere they may never have heard of before. You absolutely do not need to have an infinite budget in order to contract a venue that your delegates will remember. 

 

Entertain Your Delegates

This one is very dependent upon the agenda of your event. Arranging entertainment for your attendees will always go down well; whether it is following an intense day of meetings or to add to the atmosphere of the gala dinner. However if there isn’t an appropriate time for it in the event agenda, do not force it - sometimes less is more! Entertainment is a great tool for encouraging networking and overall good experiences for your delegates. An aspect that can often raise questions is, will there be enough space? With our preferred partners, we are able to work with you to decide what entertainment is most relevant to your event and suitable for the space available. There are many acts that do not require a large amount of room, and acts that need ceilings that are at least 6m high. So there is always going to be something to fit your requirements. Tech crowd? Perhaps entertainment routed in Virtual Reality or something unexpected like a RoboWars experience. Interactive entertainment - no problem, get everyone involved in a musical activity or a photo challenge. Add a leader board and prizes if they are competitive. 

 

What’s Your Theme?

We love a theme. It ties together your event and adds that extra refined touch that makes it more memorable for your delegates. Theming is more than just the way the venue is decorated. When we look at theming, we also consider collateral, introducing a dress code, food and beverage and themed content. The possibilities are endless. Even theming less obvious aspects of your event can prove effective. Recently, one of our clients held a Gala dinner in Edinburgh, so for this we researched various Scottish clans throughout history and their respective Tartan to have printed for the table names as a homage to the location. This was very well received by the delegates and the client alike. If you have a limited budget you could use black and white, which is easy to implement, and is cost effective. Use black and white linen, project black and white films, play roaring 20's music - there you have your theme!

 

To Summarise

These are just a few of the many ways we can work with you to create a memorable event. This is what we pride ourselves on achieving with our clients. Some more simple than others, but it is important to create something that stays with people, and adds value to their experience. This is what we pride ourselves on achieving with our clients. We can make your event memorable!

 

Site Inspection Tips For Your Next Event

When you are designing an event, the venue is a make or break component. From the most basic requirements of capacity and facilities, to the more specific needs relating to the flow and feel of the space.

You may only get the opportunity to visit your shortlisted venues once. If that is the case, it is imperative that you get all the information you need at that site inspection to make an informed decision about which venue to contract.

Here are some of the top tips we have selected for you to remember for your next site inspections.

WiFi

Always check the WiFi and phone signal at the venue as you walk around to make sure it is sufficient for the event. Check if it is complimentary for delegates and if there are any access codes required. More often than not your attendees will need access to emails during breaks, not to mention your own needs as the co-ordinator. If you are using any technology for your event that relies on internet access checking WiFi is an absolute must and you should be sure to have a hard line back up or have an additional router.

Photographs

Take photos of the rooms and spaces you have on hold, so you can refer to them after you have left and are comparing your venue options. They will be different to the photos on the hotel websites as those are for sales purposes. You will often find that questions crop up after your visit that your photos will help answer. Plasma screen locations, windows, blinds etc.

Directions

Check sat-nav directions using the postcode to ensure it is accurate. Unfortunately, although its not common, some postcodes direct you to the wrong location. Always check.

Floor plans

Make sure you have floor plans to check flow of space for the event. This will help you to ensure the event runs to time. For example, if you have high numbers of attendees moving from one space to another you need to understand if the connecting areas are large enough to move through freely. How close are the areas to each other? How long will it take people to get from one place to another? The floor plans will allow you to sense check all of that when you are arranging your timings and comparing venues.

Checklist! 

Finally, always prepare a checklist to log the things you need to see and the questions you would like to ask about the venue and space you are holding. Document all the answers and make note of any further information that you gain at the site inspection. Some information you will be able to confirm by phone or email after your visit, but the look and feel of the space and how your event will work there can only be done in person.

Good luck! 

 
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