This page describes the basic items needed to post an event. In addition, it provides some helpful hints for selecting a location/venue.

Basic items needed for any event are as follows:

Venue Name
Venue Address
Specific Room Location if applicable
Directions to venue (driving, public transportation) if applicable
Parking options if applicable

There are several topics to consider when selecting a location/venue for your event. Many of the items are dependent on the duration, size, and type of event you are hosting. Some best practices to keep in mind are as follows:

Services & Amenities
1. Catering – does the venue a kitchen and catering is available or do you need a third-party solution.
2. Equipment – this consist of AV equipment and WiFi availability as well as tables, chairs, and linens.
3. Clean-Up Crew – does the venue supply a clean-up crew or is this the responsibility of your staff or third-party.
4. Setup Time – when can you start your set up
5. Storage Area and Backstage rooms – is there a storage are for you team and when can you get access to the area

2. Room Capacities and Food & Beverage Minimums

Find out the room capacity and if there is a minimum food & beverage spending requirement if the venue has in-house catering. Once you have this information, make sure to get it in writing so you have it for reference.

3. Parking

Find out the parking availability as attendees may be driving to the location.

4. Accessibility

Make sure the venue meets local, provincial/state and national laws regarding accessibility compliance. In addition, is the location easy to travel to for attendees.

5. Insurance & Permits

Many venues require you have liability insurance in place to be able to rent the space. In addition, you should ask if any special permits are required.

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Wiki for Staff

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