This is a true story told to me by an event coordinator at a popular venue in the area where I live. A corporation was holding an all-day retreat in a beautiful renovated barn located on the property. Their coordinator made an appearance every half hour throughout the morning to make sure the group’s needs were being met. Everything seemed to be going smoothly but quickly turned sour when, in between her walk-throughs, some fast-thinking person yanked a rented white linen cloth off a table and nailed it to the gorgeous knotty pine paneling of the meeting space to use as a projection screen!
The group never requested an AV screen either during the planning process or at any time during setup. Needless to say, their deposit was not returned so the rental company could be reimbursed for the ruined table linen, and the walls could be repaired.
Any manager of an event venue will tell you that one of the most important things their customers can do to guarantee a successful event is to think through their needs regarding equipment, decorations and display areas and make them known to the venue prior to the event.
If you expect to be welcomed back to a venue for repeat events (or even if you’re using it only once), the golden rule applies – treat it as if you would a property that you owned. When it comes to decorations, never use a stapler, staple-gun, tacks, glue gun, duct tape, nails or anything of a permanent nature. Floral wire, string or residue-free tape will usually be okay, but you should always ask first.
Next – Event Planning Basics – Logistics
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