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.

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