The Venue of The Future
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This document discusses key considerations for event planners in choosing venues. It outlines the top frustrations with venues like poor WiFi and response times. Popular venue types are listed, along with factors influencing selection like negotiated rates and technology offered. Tips are provided for using online venue marketplace tools effectively and getting comprehensive responses. Advantages and disadvantages of in-house versus external audiovisual vendors are compared. The ideal audiovisual setting depends on budget size. Overall, the document offers advice to event planners on researching venues and securing quality technology solutions.
The Venue of The Future
- 1. THE VENUE OF THE FUTURE - INFOGRAPHIC - The way event professionals research venues has changed dramatically These are the main tech features event planners expect in venues THE VENUE OF THE FUTURE - INFOGRAPHIC - Here are the biggest frustrations with venues REsponse time to issues Customer service Poor wifi Charges for wifi Preferred supplier clauses Poor in-house av Catering These are the types of venues that event planners use the most HOTELS UNUSUAL VENUES CONFERENCE CENTRES OUTDOOR SPACES EXHIBITION CENTRES SPORTING VENUES MAN MADE STRUCTURES UNIVERSITIES OFFICE/WORKING VENUE NON PURPOSE BUILT VENUES Negotiatedrates Relationshipwith salesteam/contact Recommendations Usedthevenuebefore Technologyoffered Reviews Famtrip Specialoffer Commissionoffered What is most likely to influence an event planner's decision? How Can Event Planners Get the Most Out of Online Venue RFPs? Event planners are increasingly turning to online tools to research venues and to request RFPs. The capability of online venue marketplaces varies dramatically so here are some tips to get the best results when choosing and utilizing an online venue finding solution. Select a tool that lists the most venues in the country or area you are investigating. Are you looking for a meeting or party space? Some platforms cover it all, others are focused on a specific niche, so choose wisely to ensure you get compatible results. To test the site pull up a number of venues to ensure that they have complete listings with all the information you need. Online tools let you filter down the results based on specific criteria. Some toolsare more comprehensive than others, but having search filters is a great time saver. Be as specific as you can entering your set criteria to produce better matched search results. Add as much useful, extra information about your event before the RFP is circulated to venues to help them respond accurately. Extra Information Choose a Comprehensive Tool The Right Fit Level of Detail Be Specific In-House vs External AV - The Eternal Dilemma - they know the venue inside and out they know what types of sound and lighting have looked and sounded good in the past convenient they have a stock of equipment on-site to deal with last minute changes if there are any issues you can involve hotel or venue management to get it resolved it all goes on the master bill often this gives access to a greater selection of equipment if you have multiple events a year, you can achieve a greater consistency from event to event they get to know you and your attendees, understand your expectations of quality, and can often provide the same crew for all your events potential cost saving even with contract clauses, fees, and “outside vendor” charges Tech-Forward AV Strategies No matter which AV option you choose: IN-HOUSE AV OUTSIDE AV VENDORS Advantages Advantages Disadvantages Disadvantages in-house AV tends to be more expensive than bringing in an outside vendor many event planners have in-house AV horror stories involves putting in more work to secure external quotes, for additional site visits, etc 60%of those with annual event budgets under $500,000 describe their “ideal audio visual setting” as dealing with in-house AV SEEK OUT QUALITY VENDORS THAT ARE GOING TO HELP GUIDE YOU INTO THE RIGHT EQUIPMENT AND TECHNOLOGY SOLUTIONS FOR YOUR EVENT. Good vendors will try and help you through every step of the process, and try and help you avoid the most common pitfalls. SHARE THE GOALS AND OBJECTIVES OF THE EVENT WITH THEM, AND TRUST THEIR COUNCIL. Only 33%of those with an event budget of $500k or more prefer in-house AV. with those with event budgets under $100k closer to 65% FAST, RELIABLE WIFI LARGE SCREENS FOR PROJECTION DEDICATED AV TECHNICIANS CHANGEABLE LIGHTING CHOICE OF MICROPHONES STAGE CEILING MOUNTED PROJECTORS CHARGING STATIONS DIGITAL SIGNAGE UNDERFLOOR POWER DUCTS SET/BACKDROP AUTOMATED LAYOUT FLEXIBILITY SMART BOARDS AUDIENCE RESPONSE SYSTEMS SOCIAL MEDIA WALLS VIRTUAL VENUE TOUR SECURITY SCANNERS 3D PRESENTATION CAPABILITIES BEACONS VIRTUAL/AUGMENTED REALITY Location Size of rooms/capacity Rates/package offered Reviews and recommendations Fast, Reliable Wifi Uniqueness Free wifi Accommodation rates/package AV included number one number two number three number four number five number six number seven number eight get the full research, Download the free report Research was conducted between January and February 2016. Over 1,000 respondents completed the survey. We qualified 700 event professionals and disqualified academics, suppliers and students to reflect the real pulse of the market. To view the full survey data please click here. No data can be reproduced without permission from www.eventmanagerblog.com While the report has been sponsored by the companies listed in the report and identified as ‘Advertisers’, the analysis is completely unbiased. THEVENUEOFTHEFUTURE.COM