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Top 5 Tips for finding the right venue for your event

Finding the right venue for your next event need not be a major headache if you follow our 5 Top Tips ....

It will never happen to me! Event Insurance - do I really need it?

How many people in our industry consider Event Insurance? Specialist insurer Hiscox stated that there was a predictable rise in claims for event insurance earlier this year. Despite this, most events were not insured for bad weather at all. Read on for our Top 10 insurance tips ...

The Disability Discrimination Act - Profiting from compliance

As an Event organiser, you know it is the right thing to do, you know you have to do it and you know it makes commercial sense..

10 Commercial reasons to address DDA (Disability Discrimination Act)

7 Top Tips for finding an accessible venue

10 Essential Budget Planning Tips for your Event

Preparing a definitive budget for an event is a challenging task with so many factors to consider, however with the help of our 10 Essential Budget Planning Tips, we hope that the next budget you prepare will be easier to create and pleases the purse holders!

7 Top Tips for a successful Site Inspection visit

Site inspections, or showrounds, serve only one purpose - to ascertain whether a venue is the most suitable venue for your particular event. Below we identify our 7 Top Tips for a successful Site inspection visit:

A Touch Of Sparkle... for Christmas 2009 at Ufton Park

A Touch of Sparkle for Christmas 2009, Celebrate this year at Ufton Park, Reading.Set in a beautifully restored Tithe barn in the grounds of a magnificent Elizabethan Manor House.

6 Top Tips for Hosting a Successful Corporate Golf Day

6 Top Tips for Hosting a Successful Corporate Golf Day

How to use the "Credit Crunch" to your advantage

How can Red Dragon Events help you benefit from the Credit Crunch? More than ever venues need to retain as much exisiting business as possible whilst continuing to attract new business. There are a number of ways in which this can be used to your advantage:

The Spying Game - How Safe is your conference?

"Eureka" moment at 10.04pm

10.04pm "Eureka" moment may spell the end of the early nights! - 4.33pm is the least creative time of the day; - The shower is found to be the most inspiring space; - Women are better at retaining their creative ideas

Conference Food and its effect on your delegates

Conference food - how does the food you serve effect your delegates?

Referral Incentive Scheme

New - Referral Incentive Scheme! Earn a minimum of £50 Bonus Bond vouchers for every successful referral you provide us over a certain booking value! Plus another £50 worth of bonus bond vouchers to the person you referred us to!

Crash Course in organising a Christmas Party 2008

Christmas parties are often the highlight of the year for many companies. Below we have listed some helpful tips to make sure you have a great time!

Early-Eager or PM Professional

A new report shows tapping into a delegate's natural human rhythms can aid productivity, concentration and retention. The Meeting Minds report by Dr Lawrence Smith, senior lecturer at the Institue of Psychological Sciences, University of Leeds, applies psychological theory regarding human rhythms, sleep and work scheduling to the meetings industry.

Rules of Engagement

Rules of Engagement - incorporating new technology

Crash Course in Audio Visual

Using the latest technology can be an important tool in getting the message across at your next event. We have identified below some key points to consider when creating the maximum effect from your AV.

Top Tips for Welcoming Guests to your event

Read our Top Tips for Welcoming Guests to your event!

Top Tips for Hosting a Memorable Corporate Golf Day

Golf is considered one of the most important tools in Corporate Entertaining.

10 Top Tips for Holding Greener Meetings

1. Save Paper. Using new media and electronic technology can cut down your paper use.

7 Top Tips for a successful Site Inspection visit

Home Red Dragon Events Newsletters & Resources  

7 Jul 09
Site inspections, or showrounds, serve only one purpose - to ascertain whether a venue is the most suitable venue for your particular event. Usually you already have some details regarding the venue and likewise they have some details regarding your specific event. However, a site inspection will help clarify if the venue is right for your event.

Below we identify our 7 Top Tips for a successful Site inspection visit:
 
1 - Make an appointment beforehand! The venue will then be expecting you and more importantly you will not have wasted an impromptu journey to find out that the facilities you want to see are not available to view. Confirm that the function rooms you want to see are actually available to view on that day. Mystery visits can be conducted at a later stage to get even more feeling for the venue;
2 - Meet with the right personnel - Whenever possible try to meet with the person who has been dealing with your enquiry from the initial stage as they will have a better understanding of the event than one of their colleagues. Also, make sure that they have the knowledge about the venue to answer specific questions correctly. If you need a member from other departments to be present, eg the Banqueting or Audio Visual team, request their attendance in advance;
3 - Preparation - advise the venue in advance what you want to see, what is key to the success of your event and give them as much information about the event itself, including objectives. The more they know about your event, the better prepared they are to help you;
4 - Time - Allow yourself plenty of time for a thorough site inspection, plus time for discussion and questions afterwards. Inform the venue on your arrival of the amount of time you have available so that they can react accordingly;
5 - Venue appearance - How does the venue look? Is it clean and tidy? Are the staff polite and welcoming? Is there any litter inside or outside? Is the furniture straight and tidy etc? These indications can give you a good idea as to how much attention the venue actually pays to customer service and hospitality;
6 - Negotiation - don't wait until the end of the inspection before asking what the venue can do for you on certain criteria. As you tour the venue, throw in some key negotiation areas that are your priorities. When you sit down at the end of the tour, discuss your event from arrival to departure so that you do not miss out on anything ;
7 - Follow up - On departure, ask your venue contact to confirm in writing what you have discussed and agreed, plus what the next course of action to take is.
 

Of course, each event is likely to be different to the last one you worked on, therefore there is room for adapting these tips to best suit your needs. Checklists can also be an excellent tool to remind you what you need to cover at each stage.

Don't underestimate the value and opportunity conducting a site inspection visit offers you. It could be the difference between a disastrous event and a successful event.
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