09/12/2017
WEEK THREE OF OUR SELF HELP TUTORIALS.
#3
LAYOUT
Once you know your space specifications as well as the amenities that your venue has to offer, the next thing you will have to consider is the space layout for the type of event you are hosting.
Even though booking your venue will be one of the first actions taken in the event planning process, you will still want to go over the types of event activities, the amenities you will require, as well as the needs of your guests.
It is important to walk through your venue at least once to note things of importance such as where the outlets are and where AV equipment etc. can be located; this is because the space layout and floor plan will greatly affect traffic flow and some event activities.
• Traffic Flow - Think about the flow of traffic for your event. The kind of flow you will want will depend on the type of event. (social or corporate) So questions like what areas will be high traffic at the event? Registration? The auditorium doors? High table area? Meal/Drinks area? Should be answered effectively during this reconnaissance mission. Take note of this because venue space layout greatly affects setup, décor and ambiance. Bearing this in mind, your event’s team should setup the room to meet the particular requirements of the event to make for easy movement of your guests.
• Event Activities – Will your event be a formal sit down event or a free wandering party? If your event will have keynote speakers for instance, you will either need a stage, or a high table. Other activities will necessitate questions like will you need a demo area? Will there be presentations of any kind? Will there be a bar etc.?
If you will require a stage, it is vital to work out the best place to position it taking into consideration audience sight lines. In rooms with a lot of depth relay, screens can be used to give audience seated further back a clearer view of what occurs onstage. Remember though to check all audio and visual equipment, and go over content for any graphics/video/presentations before the event commences.
STAY TUNED
