This chapter discusses venues and sites for events. It defines the key difference between a venue, which refers to built structures, and a site, which refers to outdoor spaces. When evaluating a venue or site, the main considerations are functionality and suitability for the creative purpose. Aspects of an event that must be accounted for include the creative theme, estimated attendance, audience composition, facilities, staging requirements, budget, location, capacity, timing, and accessibility. All stakeholder requirements, including attendees, host organization, sponsors, contractors, emergency services, and regulatory authorities, must also be considered. A thorough site inspection is important to ensure all event elements and details are addressed. Safety is a crucial issue that requires attention and adherence to

1. VENUES AND SITES
CHAPTER 3:

2. * Difference Between Venue and Site
* Venue or Site Requirements
* Aspects of an Event
* Requirements of all Event Stakeholders
* Venue Information Sources
* Site Inspection--- Conference, Accessibility, and Outdoor Events
* Fitting Events with Audience Profile
* Venue Safety
* Confirm Venue or Site Arrangement
* Venue and Site Selection Process
At the end of the report, the students are expected to understand
the following:

3. Venue
-used mainly for
built structures.
Site
-used for
outdoor spaces.

4. 2 Main
Considerations in
Evaluating a Venue
or Site:
• Functionality of the
venue.
• Suitability of the site
for the creative
purpose.

5.  Creative theme of image required.
 Estimated number of attendees.
 Audience composition
 Facilities and services to be
provided.
 Staging/competition requirements.
 Budget parameters
 Location
 Capacity of site or venue
 Timing
 Accessibility
Aspects of an event that must
be taken into account when
developing venue or site
specifications:

6. The requirements of all stakeholders
also need to be considered.
Stakeholders might include:
1. Attendees/delegates/guest/spectators
2. Host organisation
3. Sponsors
4. Contractors
5. Emergency services
6. Regulatory authorities

7. Venue information sources:
• Local/regional/state tourism
organisations
• Convention and visitor bureaus.
• Venue publications and directories
• Destination brochures
• Trade journals
• Internet searches

8. Site Inspection---- Conference
 Registration Desk
 Display Screens
 Staging
 Data Projector
 DVD Player
 Remote Controls
 Overhead Projector
 Extra Lenses and Bulbs
 Laser Pointers
 Projection Screens
 Projector Trolleys
 Whiteboards
 Flip Charts
 Lecterns
 Speakers
 Audio Equipment
 Laptop with
Presentation Software
 Sufficient Power Supply
 Accessible Power
Cutlets
 Extension Cords
 Lighting Effects
(including Dimmer)
 Microphones and Stands
 Radio Microphones
(handheld and lapel)
 Technician on Site
All elements of an event need to be itemized to
ensure that even the smallest detail is given
attention.

9. Site Inspection---- Accessibility
The Western Australian Disability Services Commission provides a
checklist for creating accessible events which covers invitations
and promotional materials, external access, internal access,
communication and function space requirements.
 Way-finding
 Transport
 Parking
 Footpaths
 Ramps
 Stairways
 Lifts
 Surfaces and
Finishes
 Entries and Exits
 Doorways and
Doors
 Toilet Facilities
 Emergency
Provisions
 Signage

10. Site inspection---- Outdoor Events
The significant considerations include:
 Access for
emergency
services
 Public Access
 Service Access and
Loading Docks
 Parking
 Public Transport
 Power Supply
 Portable Water
 Sanitation

11. Fit with Audience Profile
-An overriding consideration in the choice of an
event venue is the fit with audience needs.
-Being constantly mindful of the event purpose and
the needs of the event audience is necessary
throughout the venue selection process.

12. -Safety is a crucial issue.
-There are no short-cuts or
savings in the area of venue
safety and attention to detail is
essential.
Venue Safety

13. Venue and Site Selection Process:
1. Research potential
venues and sites using
appropriate information
sources.
2. Compare environment
and services offered with
event specifications
3. Evaluate venue and
site capacity to deliver a
range of quality
outcomes
4. Negotiate and liaise with
venue and site personnel
5. Identify risk
management issues
associated with specific
venues and sites
6. Assess the need for
tentative bookings and
take action promptly
7. Coordinate multiple
site or venue selections
when required in a
logical manner.
8. Provide clear and
accurate briefing on
venue or site options to
key stakeholders.
9. Provide
recommendations and
rationale.
10. Gain appropriate
approval and confirm
agreements.

14. Confirm Venue or Site
Arrangements:
- On completion of the investigative and evaluation phase,
and with approval from stakeholders for a site or venue,
arrangements must be confirmed in writing with the venue
provider.
- The contract may include estimated numbers, facilities
and services to be provided, audience or delegate profile
and location, event theme and image, and of course the
budget.
- On finalisation of the contract, it is necessary to draft the
physical dimensions of the event in order to develop more
detailed equipment specifications.

15. Thank you!!!

16. Submitted to:
Dr. John V. Padua
Submitted by:
Cabug-os, Jessica
Colongon, Diana Joy
Jacobe, Louise
Musni, Julia Angela