Destinations and

Venues

EVENTS PLANNING
OBJECTIVES:
At the end of the report, the students are expected to understand the

following:
Difference Between Venue and Site
Venue or Site Requirements
Aspects of an Event
Requirements of all Event Stakeholders
Venue Information Sources
Site Inspection--- Conference, Accessibility, and Outdoor Events
Fitting Events with Audience Profile
Venue Safety
Confirm Venue or Site Arrangement
Venue and Site Selection Process
 Site
-used for
outdoor spaces.

Venue
-used mainly for
built structures.
 2 Main
Considerations in
Evaluating a Venue
or Site:

Functionality of the
venue.

Suitability of the site

for the creative
purpose.
 Aspects of an event that must
be taken into account when
developing venue or site
specifications:
Creative theme of image required.
Estimated number of attendees.
Audience composition
Facilities and services to be provided.
Staging/competition requirements.
Budget parameters
Location
Capacity of site or venue
Timing
Accessibility
The requirements of all stakeholders
also need to be considered. Stakeholders
might include:

1. Attendees/delegates/guest/spectators
2. Host organisation
3. Sponsors
4. Contractors
5. Emergency services
6. Regulatory authorities
Venue information sources:
Local/regional/state tourism
organisations
Convention and visitor bureaus.
Venue publications and directories
Destination brochures
Trade journals
Internet searches
Site Inspection---- Conference
All elements of an event need to be itemized to
ensure that even the smallest detail is given
attention.

Registration Desk
Display Screens
Staging
Data Projector
DVD Player
Remote Controls
Overhead Projector
Extra Lenses and Bulbs
Laser Pointers
Projection Screens
Projector Trolleys
Whiteboards
Flip Charts
Lecterns
Speakers

Audio Equipment
Laptop with Presentation Software
Site Inspection---- Accessibility
The Western Australian Disability Services Commission provides
a checklist for creating accessible events which covers invitations
and promotional materials, external access, internal access,
communication and function space requirements.

Way-finding
Transport
Parking
Footpaths
Ramps
Stairways
Lifts
Surfaces and Finishes

Entries and Exits

Site inspection---- Outdoor Events
The significant considerations include:

Access for emergency services

Public Access
Service Access and Loading Docks
Parking

Public Transport
Power Supply
Portable Water
Sanitation
Fit with Audience Profile
-An overriding consideration in the choice of an event
venue is the fit with audience needs.

-Being constantly mindful of the event purpose and the

needs of the event audience is necessary throughout the
venue selection process.
 Venue Safety
-Safety is a crucial issue.

-There are no short-cuts or savings in

he area of venue safety and attention
o detail is essential.
Venue and Site Selection Process:
1. Research potential 8. Provide clear and
9. Provide
venues and sites using accurate briefing on
recommendations and
appropriate venue or site options
rationale.
information sources. to key stakeholders.

7. Coordinate multiple
2. Compare
site or venue 10. Gain appropriate
environment and
selections when approval and confirm
services offered with
required in a logical agreements.
event specifications
manner.

3. Evaluate venue and 6. Assess the need for

site capacity to deliver tentative bookings
a range of quality and take action
outcomes promptly

5. Identify risk
4. Negotiate and liaise management issues
with venue and site associated with
personnel specific venues and
sites
 Confirm Venue or Site
Arrangements:
- On completion of the investigative and evaluation phase,
and with approval from stakeholders for a site or venue,
arrangements must be confirmed in writing with the venue
provider.

- The contract may include estimated numbers, facilities and

services to be provided, audience or delegate profile and
location, event theme and image, and of course the budget.

- On finalisation of the contract, it is necessary to draft the

physical dimensions of the event in order to develop more
detailed equipment specifications.
 How to Pick a Venue

Consider your events goal. Does the venue fit?
If you are selling admission tickets-will it attract your
target audience?
Is it accessible?
Is it available?
Are dates flexible?
Is the venue size appropriate for your event?
What is the charge for the venue?
 Venue, cont.

What extra charges are included?
What is the cancellation fee?
Is the price negotiable?
Does the venue offer discounts?
Is a deposit required?
 Venue, cont.

Does the venue offer wireless internet service?
Make a list of the things you need to execute your
event. Are they available at the venue, or can you
obtain them from an outside source
Does the venue cater or do you need to hire an
outsider caterer?
Can your group cater the event yourselves?
 MICE DESTINATIONS: LOCAL
& INTERNATIONAL
Top 10 Country Destinations
for Meetings (1999-2008)
Top 10 City Destination for Meetings
(1999 2008)

1. U.S.A
1. Paris
2. Germany 2. Vienna
3. Spain 3. Barcelona
4. France 4. Singapore
5. United Kingdom
5. Berlin
6. Italy
7. Brazil
Philippines rank as 44th in ASEAN
8. Japan countries as choice for meetings
9. Canada destination based on the number of
10. The Netherlands 6.meetings
Budapest
hosted for years 1999 - 2008
7.
Source: Statistics Report, International Association Meetings Market, 1999-2008
Amsterdam
TOP M. I. C. E. Destinations
DOT 2009 Report
SUBIC CAMSUR
CLARK
MANILA
Bohol
BORACAY
CEBU
Negros Oriental

DAVAO
Baguio City, Camiguin Island,
and Ilocos Norte
 MICE DESTINATIONS

Criteria for choice of destinations: VENUES
Reputation Purpose built venues
Academic Venues
Marketing Civic venues
Environment Attractions
climate Unusual venues
cruise ships
setting
camps
infrastructure concert halls
hospitality shopping malls
Top Convention Centers in the Philippines

Top Convention Centers in the Philippines

Other Philippine Venues:

Other Philippine Venues:

Other Philippine Venues:

 Other venues

PURPOSE BUILT VENUES

ACADEMIC VENUES

CIVIC VENUES

ATTRACTIONS

UNUSUAL VENUES

Cruise ships
camps
concert halls
shopping malls
 ASSIGNMENT NO. 3
1. Choose a destination in the Photo:
Philippines or in the region and
select a meeting venue for your
high school reunion. It can be a
hotel, a mall, resort, a
convention center or any type of
facility.
2. Paste or print a photo of your Source: Magazine/Newspaper Title, Date, Page or internet site
venue and answer the questions
DESTINATION:
below. If you use the internet,
cite the source/s which you
NAME OF MEETING VENUE:
used for this exercise. ADDRESS OF VENUE:
Name of function room/s in Size of function rooms Capacity Rental Fees
Venue