Part 2 (part 1 available here)
6. Staffing: Find out the attendee to venue staff ratio. You will have a lot on your plate during event day, so as well as your helpers you will need an on-site dedicated venue coordinator to resolve any issues that arise.
7. Facilities: Ensure the venue has everything that you will need available for the event. This includes audio-visual equipment, stages, and required microphone types. Have a thorough discussion on the set-up capacities, paying special attention to seating arrangements, sponsor areas, and break-out rooms.
8. Branding: It’s important to consider your branding opportunities. Ask the venue coordinator what signage and branding opportunities are available throughout the venue. You may need to prepare electronic as well as physical branding materials.
9. Technical: Wi-Fi is a given but check anyway. Find out the code in advance and have it included on the printed materials on the day. Also ask if the venue offers charging stations for your attendees. Spend some time on ensuring you have the right tech support available onsite during your event.
10. Food and Beverage: Be sure to ask if you have the ability to bring in outside catering or if you must use in house caterer. If in house ask if they can accommodate food allergies or special diets, and if they can manage additional last-minute attendee requests or changes to the schedule. If outside vendors are being used, ask them what caterers they have good relationships with and would recommend.
If you are a PA who plans events as part of your role, consider formal training in this area to empower you to deliver events that meet the high standard you are known for. Contact me to arrange training.