Dealing with Venues

Orim

I've been talking to some venues at the moment (not hotels but someday, fingers crossed).

Anyway, I've been wondering how I should approach them? A general question but I need general answers, I'm very new to this. Basically should I be more on the "forceful" approach, telling them how I need things or should I take a softer approach.

Rogue-Trooper

Depends on the type of venue you are dealing with I guess. Hotels are used to dealing with events and dealing with pros & novices alike. They can just rent you the room and leave you to it or, if they are any good, hold your hand all the way through the process.

I suppose from the start you just need to let them know that you are very professional in the way that you do things. Get a sense of how the venue operates - in my experience that might mean that you need to steamroll them to get things done or go softly-softly. You'll know after the first meeting how you should proceed.

What sort of venues are you approaching (pubs / community halls / school hall, etc) and is it a big event? Do you need to convince them to take your event on or are they begging for your business? The answer to this will usually dictate how the play will need to go!

Orim

I'm going for Space 54. It's a community type centre for about a 50 man tournament.

At the moment I'm using the softly-softly approach, as they seem busy enough and I've only given them a months notice (Is this enough notice for an event this size? Would depend on the venue I guess)

However this is the first time for running these outside of the gaming cafe, which has all the stuff we need, so I'm worried that I might miss something if I don't push issues enough.

You know typing this out, it might be just my own nervousness about the event.

Rogue-Trooper

I've heard of Space 54 (that's the place in Smithfield isn't it?) but don't know anything about it I'm afraid.

If I were you, I'd take my time compiling a list of everything that you will need to make the event work in that venue. From the amount of tables & chairs you need to the amount of plug sockets in each area. Some venues only give you the four walls as part of the agreement so you might need to bring every last stitch in from extension leads to a kettle!

When you have the list compiled, drop in to see them and go through everything with them - see what they can help you with and what you need to bring. Check that the venue can accomodate the amount of people in the configuration that you want (don't leave it until the day of the event to find out that you can only fit 25 chairs when you need 50 - I've seen it happen!!). Take notes as you go through everything then email them later with a list of what they are to provide - this will help greatly if something is missing on the day and they are claiming the 5th Amendment!

See if you can get access the day before (if you need it) as this can take the pressure off you on the day trying to get everything set up. Make sure you have help with you as things can get on top of you very quickly! If you are ordering in outside suppliers or contractors (eg. sound system, staging, furniture, etc) make sure you, or one of your team, is there to meet them and either take delivery of the equipement or show them where to set up. 2 reasons for this: 1. If anything is missing you can't prove it wasn't delivered as you didn't sign for it and 2. If you discover your stage has been erected in the wrong end of the room, the staging company may be at the other end of the country on another job and be unable to change it! There could also very likely be an extra cost attached to this.

Anyhoo.....there's just a few things off the top of my head that may make your life a little easier!:)

Orim

Thanks for all the info Rogue.

Took the weekend and did a list of requirments. Rang them today and got it all sorted. Went well after getting myself a bit pysched out about the whole thing.

It really helped having a list of questions/requirments to go through.

Have to drop in now at some stage to give deposit so I'll do another check and double check everything is correct.

Just hope we can get all the equipment, as we are relying on people to supply stuff. I dream of bigger things. Anyway, thanks again.