Top Tips When Working With Rigid Venues
When booking an event space, You may run into rules or stipulations in the booking process that are unexpected. This ranges from what kind of food can be served, which rooms can be used and what production vendors you are allowed to work with. These kinds of stipulations specifically are typically referred to in a “Preferred Vendor” list provided by the location. Working around a venue with rigid rules and vendor requirements can be tricky. Especially when the venue is perfect in every other way! But at the end of the day, it is important to remember that your event is YOUR event. So how can you navigate the planning process while holding onto the freedom of important production decisions? Let’s take a deeper look!
MORE ON EVENTS: Take the Leap Into Corporate Event Management
Clearly Communicate Expectations BEFORE Booking
When going into event knowing that you would like to work with specific vendors, communicate that ahead of signing. If the venue does have specifications for events held in their location, this will make things much easier. Like any partnership, many issues arise out of miscommunication or lack of communication all together. Many roadblocks can be solved with a conversation! Doing this before you are knee deep in the planning process is VITAL for everyone’s sanity.
Don’t Be Afraid To Advocate For What You Want
If a venue has a clear “Preferred Vendor” list- This is not necessarily a clear cut “NO”. Do not be afraid to ask how lenient that boundary is. If you have concerns over how to approach this situation or wording to use when submitting vendor requests to your venue- ask! At TE, We send account managers on site visits and get on zoom calls with on site event services to help you navigate what is required.
Document EVERYTHING
From Show day itineraries, Event designs and Layouts, written communication, etc, document everything. Documentation is a source of both accountability and organization for events. Create packets of this documentation for everyone that needs it and let this be a way to keep all parties accountable for their words while also ensuring everyone knows what to expect. This keeps show day running smoothly and prevents any unnecessary surprises in the planning process.
Have Multiple Venue Contacts
Sometimes personalities clash. If you feel like there may be some push back that is not set by the venue but by an individual themselves- ask someone else. This is not to step on any toes but to ensure the information being provided is accurate. When things such as “preferred vendor” come into play, it can be a make or break situation for the client and the venue. Getting a second opinion guarantees no decisions are made without the full picture.
Know When To Walk Away
Sometimes both parties are just unwilling to budge. You know exactly which vendors you want at your event and the venue knows exactly who they are willing to let work in their facility. When those things don’t match up- the best thing you can do for your event is know when the venue just cannot accommodate your needs and walk away.
At the end of the day, compromise is a win for everyone! Venues want your business as much as we want the perfect venues for our shows. Above anything else, keeping things kind and professional is the ultimate way to handle ANY situation in the event industry (or elsewhere) and you are more likely to end up with your preferred solutions. If you have questions about maneuvering through production requirements at your event’s venue give us a call today at (678) 303-4401.