At the time of writing, early March 2021, the uncertainty of a Covid world is still with us, although with no community transmission and the impending vaccine rollout, we are seeing some green shoots in the event world. We’re definitely starting to have conversations.
Celebrating an occasion? Booking a venue is considerably more complex during a global pandemic.
The task of booking a corporate event (or private event for that matter) has increased in its level of complexity. In the past, there were variables such as the number of guests or attendees, the meterage, access times, transport options, costs, deposits required etc…. but most venues could be compared against each other just as apples with apples.
Bring in the mighty Covid bug and some of those apples don’t look like apples any more. Throw in a whole series of possible variables eg. 4sqm per person and things look a bit different. While the venues are all trying to find their way through this difficult time, they are all responding differently. Some will only contract an event later in the year based on the current government requirements whilst others are more keen to take your cash now and work it out later.
Consider a large venue such as Doltone House, Darling Island with additional floor space for flexibility.
As with the venues, clients also vary in their behaviour and risk is the key factor. Book a more conservative venue now and risk that it’s not ideal come December or hold off and hope there will be something available closer to the time. Both options require flexibility. Book now and format and guest numbers may need to be reconsidered closer to the time or perhaps even defaulting on a contract for a venue that might no longer be suitable. Hold off and your #1 favourite venue might not be available but #2 certainly could be.
Sought after venue… Sydney Town Hall
So at the moment, outdoor standing events and alcohol mix. But not indoors. So, one client will see this as an opportunity… book that outdoor staff party now! But another client, aka ‘RiskAverse Co.’ will say, ‘What if it rains?’
Back in the days before the GFC many businesses were willing to provide transport and ship their staff or guests around the city or beyond whether it was luxury hire car transfers, boats, coaches or even the party bus! Since then there has been a ‘must be CBD’ trend where guests are generally expected to make their own way to the event and particularly if it’s an internal event it often needs to be within walking distance of the office. But where is the office now? Not in one location. Guests and staff are working in ‘home’ offices so their locations are varied. As long as a venue has easy public transport connections, now could be the time to consider a venue that’s in a less ‘central’ location.
Luna Park Sydney - perhaps a venue outside the CBD could be considered.
Key considerations when booking a venue in 2021…
Does the venue allow additional space for your guest numbers if the government needed to reduce the square meterage per person capacity in a venue?
Does the venue allow the event to be cancelled (or postponed) if the venue is no longer suitable for your guest numbers due to government restrictions?
Does the venue allow the event to be cancelled (or postponed) if your all or some of your guests are not able to attend the event due to any future lock downs ie. being unable to travel?
If you need to cancel, what financial implications are there? Do you lose the full deposit or only part? Will the venue refund the full amount? Or, will you be liable for future payments required by the contract?
If restrictions have eased closer to your event, will the venue give you the option to reduce the space you are using? A venue that can host multiple events would benefit to contract excess space to another client to increase their potential income on venue hire and F&B spend.
At what point in the pre-event planning will you commit potentially to a smaller space that only accommodates a stand up format? If you’re offering the venue part of the space back, they will need time to find a client for that space.
If you do book a space that is on the large side, will you have the budget to fill or style it if your numbers don’t end up requiring the full space?
Is it easier to commit to a sit down dinner instead of a cocktail party now to reduce the variables in the planning process?
If the format of the event is being changed or the style of venue being booked isn’t the norm for your business, is it clear to everyone that the event might not have the same impact as previous events?
Is this a good thing? Change it up? Try something different. People have experienced much change recently so perhaps this is an opportunity to rethink your venue choices.
If you're considering a venue that's not 'within walking distance' of the office, check your data to find a location that's close to the majority of your staff/guests 'home' office.
Is it time to consider an outdoor event?
As most people know, forward planning is the key to a successful event. Take the opportunity now to investigate venues for your future events. Workshop the possibilities and be open to concepts and venues that aren’t the most obvious solution. This will put you on the forward foot when it is time to press the ‘GO’ button!
Need assistance booking your next event?
Workshop Events can assist with your venue sourcing, design, management and production, whether it’s LIVE or ONLINE.
“To book or not to book… that is the question!” by Alexandra Cowie, Senior Event Producer, Workshop Events (Corporate Event Management Sydney)