The specialists of the event agency "Aventura" have prepared several examples for you, which vividly demonstrate how to transform a simple production space into an exciting venue for the event.
When the concept of an event is thought out and the idea is approved, every organizer faces the question: where should the event be held? For an event to be successful, it is necessary to choose a suitable venue. It must correspond to the goals and objectives of the event. Today there is a wide variety of spaces for every taste. All that remains is to decide on the scale, required characteristics, and price range.
But sometimes there are moments when no venue meets the stated requirements. For example, the venue does not have enough free space, the format of the establishment is not suitable, or the client has their own premises. In this case, one has to look for alternative options and create a venue "to suit themselves." The specialists of the event agency "Aventura" have prepared several examples for you that will clearly show how to transform a simple production space into an exciting venue for an event.
What should you pay special attention to when inspecting a venue and where to start preparation?
Room Plan
Work with any venue, including an unprepared one, begins with an inspection of the premises. Event managers travel to the site of the future event to assess the general condition of the venue, photograph the interior, take a panorama, and make the necessary measurements. If the property owners have a technical plan of the building indicating all dimensions, that is only a plus. However, any information must always be double-checked to avoid mistakes in the future.
Sometimes event managers even use satellite images. They help when it is not possible to visit a remote venue. With the help of Google Maps, for example, you can measure the area of a building or parking lot. Then, based on photographs, drawings, and panoramas, designers draw up schemes and 3D models of the venue, placing furniture and equipment in the space. Thanks to detailed visualization, we understand whether guests will be comfortable at this venue and whether it meets the assigned tasks.
Capacity
The size of the venue depends on a number of important factors: the format and objectives of the event, the number and seating of guests, as well as the type of furniture used. For example, the minimum area per banquet participant is 2-2.5 sq.m per person. For a buffet, at least 1.5 sq.m per person is required, and for a conference with "theatre" 1 sq.m is sufficient. Also, it is necessary to take into account space for a dance floor, stage, animation and welcome zones. At the same time, one should not choose too large or, conversely, too small premises. In a spacious hall with a small number of people, it will be as uncomfortable as in a limited space with a crowd of people.
Technical Equipment
When choosing a venue, special attention should be paid to technical equipment. It is important to consider the quantity and format of furniture, the technical condition and power of sound and lighting equipment, the availability of air conditioners, access points to electricity and the required voltage, as well as other characteristics.
If the venue is a completely unequipped production space, then all the necessary technical components must be provided by the organizers. In particular, it is necessary to take into account the acoustics of the room; it is responsible for the propagation of sounds in the space. Thus, low ceilings create a cozy atmosphere, but with a large number of guests, the noise level increases many times over. High ceilings, on the contrary, create echo and reverberation, so if necessary, organizers resort to draping the walls.
Another important technical characteristic is light. Today, light is not only a necessary component of any event, but also the most trendy option of decoration. With the help of light, you can hide what needs to be hidden and focus attention on what is important to show. If the room is not dark enough, a special light-proof curtain "Blackout" is used.
.jpg)
Cloakroom
Any event, like a theatre, begins with a coat check. Therefore, when inspecting a venue, it is important to consider not only the presence of a cloakroom, but also its capacity. If the premises are not equipped with a cloakroom, it is necessary to provide for one and allocate space for it.
Restrooms
In advance, it is worth looking at not only the location and number of restrooms, but also their condition. Sometimes it happens that the ladies' and men's rooms require renovation, and it will be uncomfortable for guests to visit them. If the technical condition is in order, it is important to take care of the necessary toiletries and signs.
Smoking Areas
If the venue does not have designated smoking areas, it is important to arrange them and prepare signs. If there are smoking areas on the premises, you should make sure they are kept clean.
Navigation
If the venue is large enough, you should prepare a floor plan showing all areas (parking, entrance/exit, restrooms, smoking area, stage, activity zones, buffet tables). In addition, signs are essential to help guests find their way around the premises.
Stairs and Elevators
Special attention should be paid to the condition of stairs and elevators at the venue, if any. It is important that every guest can easily reach the event location. Elevators must be in proper working order, and stair steps must be non-slip and intact. In addition to the main guest entrance, you should find out where large equipment can be delivered.
Safety and Fire Exits
Any venue for large-scale events must comply with safety regulations and be equipped with emergency fire exits. It is necessary to study evacuation plans in advance and check that fire alarms are present and working.
Parking
When choosing a venue, it is necessary to pay attention to such an important criterion as parking. After all, the success of the entire event largely depends on it. Whether 50 or 500 people are planned for the event, it is important to take care not only of their comfortable placement at the venue but also of where they will park their cars.
Regular street parking is often not designed for a large number of cars, so if there is not enough space on the premises, you should consider nearby permanent parking lots or a Valet Parking service. With this service, guests can simply leave their car with a professional driver right at the entrance to the building, and he, in turn, will issue a parking ticket and drive the car to a rented parking lot. Just one call is enough for the car to be brought to the entrance. All this saves time and nerves when searching for free parking spaces.
Transport Accessibility
The accessibility of the venue and its location are important for most event attendees. If you have chosen an unusual remote venue for the event, be prepared to arrange a transfer for guests.
Unconventional Event Venues
In 2008, during New York Fashion Week, Interview magazine held a party in an unfinished hotel. To give the interior a surreal feel, the first floor and penthouse were illuminated with bright red lights. The ruby luminescence was positioned so that it could be seen from the street. Pipes, wires, overturned garbage containers, yellow tape, and orange micro-mesh were chosen as decor.
Another interesting option for an unconventional venue is a factory building. For example, in 2011, architecture studio Raw Design organized an event in an old bread factory that was scheduled to be demolished in a few days.
Our event agency “Aventura” has repeatedly partnered with the Annual “Main Hero” Award, which honors the best company executives. The venues for this event were always unconventional: the production space of a map factory and the loft space of a local closed factory. In the process of transforming an ordinary venue into a formal hall for the ceremony, a large professional stage, powerful screens, and high-quality sound, lighting, and video equipment were installed. Full branding of the venue was carried out: decorations and space design with bright lighting effects. Themed activity zones, a stage show program, and a buffet for 500 people were also organized.
Aventura event agency cares about the comfortable stay of guests at the event, so it always selects the best options for holding events and keeps track of the opening of new interesting venues.
In summer, outdoor events are in high demand. City and nature parks, coastal areas, open arenas and stadiums – these venues are perfect for large numbers of people and will delight with their natural beauty. The main thing is to take care of safety, portable toilets, technical equipment, and shelter in case of rain. Also, you need to understand that most of these natural venues are a blank canvas, and you will have to invest considerable funds to provide the event with everything necessary, including electricity and water. We will tell you about the most unusual outdoor venues in the world in our next articles; follow the news and subscribe to our newsletter!
Was this article helpful?
