Events are often held at locations other than hotels, conference centers, convention centers, and self-contained facilities. If you hold events in parks, festival or other similar locations, you need to bring in all the equipment and food for the events. You also need to comply with city ordinances. Here is a list of items that need to be considered as part of your planning process:
tables, chairs, stage
sound/video equipment
decorations
vendors
cooking equipment
food/beverage
eating utensils
permits
toilets
waste/trash removal
security
fencing
alcohol sales/liquor permit
traffic control
parking
street closures
public relations
ticket sales
lost and found
lost people
ADA access
ATM’s
accessible services
pricing
merchandise sales
volunteer staffing
first aid
accommodations
insurance
weather
power
emergency plan
kids area
lighting
telephones
refunds
public transportation
noise permits
The event facility may provide some of these components, but not always. Before you sit down with the site manager, prepare a list of questions or develop your own checklist. Be sure to get full contact information for all individuals who provide services you need. Some venues have lists of vendors that they prefer to work with or with which they have exclusive contracts. You can usually work directly with these vendors or ask the site manager to handle arrangements for you.
If the site does not have a preferred or exclusive vendor list, look into the catering companies first. Obtain at least three proposals. Ask them for referrals to other vendors.
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