Taking attendees off-site to a museum, ballpark or other intriguing venue always makes for some memorable moments, but can also pose its own set of challenges. Here are some quick tips from seasoned planners for making sure your next off-site is remembered for all the right reasons.
Bonni Scepkowski, President & CSO, Stellar Meetings & Events
“I like to book my special events at a museum, an art gallery, aquarium or other unique venue. With decor and ambience already built in, lighting and minimal extra touches can make for a spectacular setting. I like to set up a progressive dinner using different halls and exhibits within the facility, which keeps people moving and networking. It’s easy to either create a Wow factor using a cohesive theme throughout the evening, or by theming each room individually. You can highlight each exhibit with one small touch, like jewel-toned martinis in the Gem Hall at the Smithsonian.”
Angela Layton, Senior Meeting Planner, National Association of State Boards of Accountancy
“Always begin by selecting and securing the venue. During the contracting phase, review the facility’s policies and include them as an addendum to the contract, which will ensure both parties have a complete understanding of the expectations of use. I have seen policies that restrict everything from what you can serve your guests to amplification and load in/out requirements, which can impact your bottom line if they are a surprise later in the planning process. After you have secured the location, provide a copy of the venue policies to each subcontracted vendor and include a clause in their contract that requires that they honor them. This will keep all involved parties operating from the same playbook.”
Julia Spangler, Sustainable Events Consultant
“My advice for hosting off-site events focuses on recycling and composting, and particularly the importance of communication when implementing these programs with a venue. Communicate clearly with the venue about your sustainability goals and requirements. Recycling and composting programs vary widely by venue, so find out specifically what materials are accepted. Confirm that the venue staff is trained to keep recycling and compostable waste separate from regular trash, and ensure that adequate signage will be in place on the waste receptacles.”
Shawna Suckow, Speaker and Author
“Be specific in your registration form. Check and double-check your group’s dietary needs. If you’re in a particularly remote location, communicate to attendees that last-minute requests likely cannot be honored. Most of all, hire an experienced caterer who is very familiar with the venue and its specific challenges, and ask them how they’ve handled difficult situations in the past.”
Sara Hunt, VP of Giants Enterprises, ILEA Board
“Major sporting venues that are utilized for special events have lots of hidden operational resources. For instance, a ‘text to security’ game day fan feature can easily be used for your event staff to help call in spills to maintenance on the day of your private event. Ask the venue manager what they do on game day and work together to figure out how to leverage those resources for your event instead of re-creating the wheel. Also, be sure to ask about load-in details, security screening processes and emergency communications protocol.”
