07

• Venue


  A space where an event or meeting happens
• Event venues


  • May vary depending on the type of the planned event or what the client needs
• Venue selection guidelines


  • Strive for focus and well-being
  • Keep it simple and accessible
  • Consider production needs
  • Designate spaces
  • Know one's scale and ambitions
• Small-scale event


  Audience size of less than 200 pax, venue should be intimate and comfortable
• Large-scale event


  Audience size of more than 200 pax, ideal venues are concert halls, opera houses, large hotel conference centers, stadiums, outdoor plazas, and activity centers
• Venue selection


  1. Understand the event concept

  2. Decide on the floor plan and/or seating arrangement

  3. Gather information on venues

  4. Prepare the request for proposal (RFP)

  5. Prepare a site inspection list

  6. Evaluate the proposals and pencil-book the winning venue
• Site inspection


  A physical review of the site or venue being considered to ensure it is appropriate for the planned event
• Site selection criteria


  • Size of the event
  • Suitability
  • Location
  • Availability
  • Facilities
  • Cost
• Designing site layout


  1. Assess capacity

  2. Consider access and flow

  3. Determine event zones

  4. Ensure safety and security

  5. Provide amenities

  6. Manage traffic

  7. Cater to persons with disabilities

  8. Ensure accessibility

  9. Provide signage

  10. Ensure sustainability

  11. Conduct risk assessment
• Video screens around the site


  • Show the main entertainment
  • May be helpful with increasing capacity potential
  • Reduces the possibility of overcrowding or surging
• Recalculate the capacity


  1. If the site layout changes

  2. If structures are added, removed, etc.
• Capacity calculation and issue


  • Can be tricky
  • May be helpful to involve an experienced risk assessor who will provide a maximum capacity figure after consideration of all the given facts
• Access and flow


  • Of the audience, staff, equipment, and entertainment require careful consideration
• Issues to consider for access and flow


  • Existing points of ingress and egress
  • Determining access points for audience, staff, and equipment in an open-plan outdoor site
  • Exit requirements depend on capacity and acceptable time taken to exit
  • Check that large equipment can fit through ingress and egress
  • Suitable turning space for large vehicles
  • Separate pedestrian and vehicular access
  • Separate access for public, staff, and performers
  • Gathering or queuing spaces at access points
  • Safe exit potential at egress points
  • Individual or specially created access for persons with disabilities (PWD)
  • Consideration for emergency services
• Sterile areas


  • Rendezvous point for emergency services
  • Fireworks' fall-out zone
  • Careful consideration of placement, size, and barrier or security protection system
• Factors to assess for surface and underground conditions


  • Ground can accommodate size, type, and weight of event
  • Impact of adverse weather conditions, especially risk of flooding
  • Contingencies for adverse conditions
  • Underground utility assessment for cables, wires, or pipes
• Event organizers must accommodate existing site features in the site layout, and use them to their advantage
• Factors influencing placement of equipment and services


  • Place equipment and plant close to where it is needed without impeding audience view or affecting their enjoyment
  • Ensure equipment placed near audience is secured and causes no harm
  • Position disable-viewing platforms for maximum visibility without negatively affecting audience capacity and sightlines
  • Position simultaneous entertainments to avoid sound or audience clashes
  • Convenient and visible location for general/welfare services like first aid
  • Visible locations for trash bins, particularly around catering areas
• Factors to consider for sanitary facilities


  • Toilet clusters placed in various locations, clearly signposted, adequately lit, and positioned away from food preparation areas
  • Facilities cleaned and re-stocked regularly, with vehicle access if requiring emptying during event
  • Handwashing facilities with warm water and soap, with appropriate drainage
  • Sanitary facilities near first aid and baby change areas
  • Appropriate facilities for guest personalities, SEPs, vendors/concessionaires, sponsors, PWDs, and camping areas
• Considerations for local residents


  • Ingress, egress, transport, parking, and sterile areas do not impede entry or invade property
  • For commercial residents, ensure event does not hamper day-to-day business
  • Point sound systems away from residents
  • Meet with residents to provide information and address concerns
  • Make special arrangements for those negatively affected
• Types of event signage


  • Directional signage
  • Information signage
  • Safety signage
  • Welfare signage
• Factors to consider for event signage


  • Need for lighting some signage
  • Correct dimensions, design, and placement for visibility
  • Waterproof, wind permirable, and securely fastened for outdoor events
  • Ensure arrows point in the right direction
  • Placement of sponsorship signage without impeding audience sightlines or flow
  • Signage required for all areas including backstage, production, media, and dressing rooms
• Facilities for PWDs


  • Inclusive approach required
  • Provision for suitable access, goods, services, and facilities
  • Consider PWDs in emergency and evacuation plans
• Provisions for PWDs


  • Widened access doors and routes
  • Ramps
  • Handrails
  • Lifts or elevators
  • Sanitary facilities
  • Parking
  • Transport to and around the event
  • Seating and viewing areas
  • Signage
  • Hearing systems
  • Staff assistance
  • Appropriate light and sound levels
  • Accommodations
  • Free access for caregivers
• Waste management


  • Events can generate a tremendous amount of litter or waste products
  • Buildup of waste can be harmful to health and safety
  • Event organizers must ensure waste is disposed of correctly
• Waste management plan


  Consider event type, audience profile, capacity, waste generators, waste types, waste receptacles and requirement, waste locations, waste management activity, and waste management promotion