When creating a UNIQUE OFF-PREMISE EVENT, the venue is often the most important factor.  Finding new settings or developing unique ways to showcase sites is always a challenge.  No matter where you are in the world, seeking unknown locations is somewhat like a treasure hunt, … you never know what you’ll find until you search for it.

First step:  Play the part of a detective.  Search out the hidden treasures by asking everyone such as vendors, hoteliers, ISES, MPI and other associations’ members, area realtors, etc. for suggestions and leads.  Second step:  read local magazines, newspapers and ads.  Look for any upcoming events and new facility openings.

Read the social as well as the business sections of the newspapers.  Step three:  approach owners of yachts, planes, homes, private clubs etc., to see if they are interested in renting their properties for future events.  Today more and more public
and private venues allow rentals both during regular business hours as well as after hour, as it has become a big source of income. Or, in the case of wealthy homeowners, a donation to a favorite charity in their name might be just the key to unlocking their doors.

Searching for innovative and creative environments is not as difficult as it might appear.  Whether you seek an airplane hanger, art gallery, cavern, stable, sound studio, stadium, polo field, tourist attraction or, a deserted island, no location should be ruled out.

Remember, producing a “once in a lifetime” event at a location not normally accessible to your guests, will set the tone for a truly memorable and very special event.  We, at COMCOR, live by our company motto: “Create Sizzle, …. Customize, …. Constantly Surprise!”

Prior to a site selection, ask your clients these preliminary questions:

• Where are the attendees coming from
• What is their average age
• Male/female ratio
• Singles vs. couples
• Profession of attendees
• Past history of event (locations & themes)
• Anticipated attendance
• Distance/maximum time they are willing to travel
• Special needs of any of the attendees
• Month of year and day of week event will take place
• Type of vehicle to be used for transport

And, the two most important questions you can ask:

1. Goal or objective of the event
2. BUDGET

On Site Inspection:

Check venues for the following:

• What time the site will be available for set up on event day
• Check schedule of other events taking place the day prior to, day of, and day following your event.
• Parking availability
• Security
• ADA compliance
• Fee structure
• All ancillary charges
• Facility rules/policies/restrictions
• Licenses/permits/membership requirements
• Preferred caterer and/or other vendors
• Existing lighting and controls
• Electrical capacity and location
• Back-up generator
• Heat/AC availability and temperature controls
• Properly trained bar staff/liquor liability awareness
• Obstructions i.e. columns, chandeliers, etc.
• Check venues insurance & ask to be added as an additionally insured
• Insurance requirements of venue
• Accessibility of load –in/delivery dock/area
• Available storage
• Green room (if needed)
• Existing sound system, acoustics, soundproofing, A/V availability in-house
• Union contracts
• CPR training of staff
• Schematic/floor plans of facility with capacity charts
• Verify ceiling heights, door widths, service areas
• Number of restrooms and locations
• Fire regulations and compliance
• Contact sheet of key staff including cell phone numbers and after hours numbers
• Linen colors and sizes
• If scheduling an outdoor event, contingency space being held
• Evacuation/emergency routes and on-site equipment
• Types and sizes of chairs, tables and staging

So, in closing, don’t hesitate to push the envelope! Consider options you might have never thought of in the past and, remember, if you do something that has never been done before, you will create a memory that will not soon be forgotten!!