The Site Selection Issue

This post prepares you to more confidently select live event venues and offers cost considerations to help maximize your event budget. As a full-service, live events partner, we immerse ourselves in your event. From the creative design and technical details to the venue selection, contract terms, and seamless production, we offer peace of mind that every aspect of your event has been meticulously designed and executed to reflect your vision and delight your audience.

Four Critical Elements to Evaluate Before Signing Your Next Event Venue Contract

1. Ensure Your Audience Fits Venues throughout the world primarily look at maximizing the room with audience seats and not production elements–such as staging, rigging, and other specifications, which typically aren't included by hotel floor plan software. Eliminate costly surprises and ensure space accuracy by mapping the seating and production layout with our Technical Director.
2. Allow Proper Set Up Time To reduce overtime costs, schedule at least two production days before the opening session—a day for load-in/set up and another day for speaker rehearsals. Rehearsal time, which is often overlooked, helps speakers feel more confident and look more professional. We can determine the time needed based on the event complexity.
3. Visit the Loading Dock The loading dock is one of the biggest pieces of the live event puzzle. If your vendors can’t easily get into the event space, it creates longer load-in times, traffic jams for services elevators, and added labor overtime. Visit the loading dock and discuss all the logistics with the venue prior to signing the contract.
4. Negotiate Exclusivities Most venues want your room nights and F&B and are willing to negotiate on exclusivity items such as power, rigging, Internet, meeting rooms, A/V, and more. The right production partner can negotiate these items on your behalf to ensure all your event needs are met, while also trimming your overall budget.

At EPS Events, we're always happy to participate in site visits, review contracts, and help negotiate key items prior to clients signing them. Put our creative, technical, and production expertise to work for your next event.