Five Ways to Maximize Your Partnership with Your Event Venue
Organizing an event can be a challenging yet fulfilling experience. From developing concepts and ideas, sourcing suppliers and making last-minute adjustments, organizers are confronted with a myriad of decisions in the event planning process. And choosing the right venue is one of the most important factors that determine the success of an event.
If you are new to event management, it helps to seek the advice and guidance of event experts, including your venue partners. The event officers from the Philippine International Convention Center (PICC), one of the country’s premier venues, share how they help their clients plan successful events through the following tips:
Be collaborative. Ms Dinah Gonzalez, PICC’s Director for Marketing and Events Management advises, “when it comes to planning your event, it’s important to develop a collaborative attitude with your event officers and suppliers.” Establishing productive partnerships will result in smoother coordination, personalized service, and trust between you and your suppliers.
“The event management process begins from the start of the event booking and ends beyond the actual event. We take care of post-event activities, such as soliciting feedback from event organizers to improve our services.” said Ms. Elizabeth Aguila, Assistant Director for PICC’s Marketing and Events Management.
Know the rules and regulations for your event’s venue. Each venue has a set of do’s and don’ts that every organizer must comply with, and this may include securing permits from local government units, providing adequate security and medical teams, and the like. Knowing these rules help ensure that events will be conducted smoothly, thereby giving your attendees a pleasant experience.
Work with reputable suppliers. Ask your venue officers for a list of their recommended and accredited suppliers for your various needs. “Here at PICC, we recommend reputable suppliers for various services such as production and entertainment that we have previously worked with,” adds Ms. Aguila.
Pay attention to advice about your venue’s specifications. Be aware of your venue’s technical and physical specifications. These include the venue’s size, seating capacity, wi-fi access, ventilation, safety and security measures, and more. Request the venue to provide you with a floor plan or a blueprint. Your event venue may require you to submit a physical layout so that necessary adjustments can be made on your end.
Be open to alternatives. If you have budgetary concerns, consult with your event specialist if you can be provided with menu options and which rooms to use. “In our case, our marketing and events officers help our clients at the onset by presenting several food choices and meeting rooms that will suit their budget and preference,” said Ms. Gonzalez.
Always choose the venues that give you the best value in terms of facilities, as well as the quality of its service. At the end of the day, you will remember the service and the atmosphere that your venue has created for your event.