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Unit 8: Protocol and Staging

live. Your venue should have proper lighting and ventilation. It should not be in a noisy Notes
or polluted area. It should be absolutely neat and clean and free from any type of infestation.
4. Climatic Conditions: Keep Climatic conditions in mind while selecting a venue. If you are
going to organize an event during rainy season or during peak winter then selecting an
open-aired venue is not a good idea. Always try to organize indoor events if possible as
there production cost is lesser than the outdoor events.
5. Venue History: Before hiring a venue check out the history of the venue. Find out how
many events have been organized in the venue so far. In this way you can find out whether
or not venue and the staff there is event friendly. This will help you immensely when you
later organize event there as you will have to do less amount of work in making the venue
suitable for the event. If venue has noise ordinance problems in the past like neigbours
calling the cops to shut down the event, then it is not a good idea to organize event there
especially outdoor event.
6. Venue Services: Before hiring a venue check out the number of services provided by the
venue like:
Parking Facility
Make sure venue has its own parking space. It should be big enough to accommodate your
target audience's vehicles conveniently. If parking space is not adequate then look for
other venue. Never compromise on parking space especially if you are organizing event
on a large scale.
Security Arrangements
Security of guests, service providers and target audience is a very important issue which
should never be neglected or compromised at any cost. Make sure that your venue has adequate
number of fire extinguishers, fire alarms, emergency escape routes, sprinkler system (a system
consist of overhead pipes designed to control or extinguish fires), security personals, handicap
ramps, security cameras, first aid kits and power backup (like generator, inverter, UPS). Your
venue must have separate entrance and exit gates and it should not be more than 30 minutes
away from the nearest hospital. If your venue is at a remote location then presence of doctor
and ambulance is a must. Also make sure your mobile phone properly works there. If your
mobile phone network area is weak there or doesn't exist then you must have some other
modes of communication like satellite phone. For large scale events presence of fire fighters,
fire engine, police, paramedical team with ambulance is a must.

Venue Staff
Your venue must have adequate number of staff to serve your guests. Find out the ratio of
servers to guests. The venue staff must be friendly, helpful and courteous. It should be
decently dressed. Give special attention to there personal hygiene. Nobody likes to be
served by someone who is stinking and looks like a pirate of the 13th century. Ask you
venue manager whether or not the staff is able and willing to work overtime.
Restrictions
Every venue has some unsaid restrictions like photography and videography restrictions,
alcohol restrictions, music restrictions, dress code, decoration related restrictions (like
you can not install your own structure and lights for decoration or paste/paint anything
on the venue's wall), advertising restrictions (like you can not put a banner on the main
gate of the venue) and other restrictions like outside caterer is not allowed or outside
security service is not allowed etc. Find out all these restrictions before hiring a venue.

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