The Venue Strategist: A Masterclass in Site Selection & Negotiation

Introduction

Selecting the right venue is the single most critical decision that can make or break an event. This intensive training course is meticulously crafted to empower event professionals, planners, and organizers with the strategic knowledge and negotiation prowess to secure the perfect space for any occasion, from corporate conferences to lavish galas. We will go beyond surface-level aesthetics to explore the key logistical, financial, and contractual factors that determine a venue's suitability. By mastering the art of venue selection and negotiation, you will not only secure better deals and avoid costly mistakes but also ensure your events are executed flawlessly, leaving a lasting impression on your clients and attendees.

Duration

10 Days

Target Audience

This course is ideal for professionals who are directly involved in the event planning process, including:

  • Event planners and managers
  • Corporate meeting and conference planners
  • Marketing and public relations specialists
  • Association and non-profit event staff
  • Administrative professionals responsible for event logistics

Course Objectives

Upon completion of this course, participants will be able to:

  1. Develop a comprehensive venue selection strategy.
  2. Identify key criteria for assessing and evaluating venues.
  3. Conduct effective site inspections and ask the right questions.
  4. Master the art of negotiation for better rates and terms.
  5. Understand the legal and financial aspects of venue contracts.
  6. Secure optimal deals on food, beverage, and audiovisual services.
  7. Navigate complex contract clauses and legal jargon.
  8. Build and maintain strong relationships with venue sales teams.
  9. Mitigate risks associated with venue booking and agreements.
  10. Analyze and compare proposals to make data-driven decisions.

Course Modules

Module 1: The Strategic Approach to Venue Selection

  • The importance of a strategic venue search.
  • Defining event goals and their impact on venue choice.
  • Creating a detailed venue requirements list.
  • Understanding event flow and space needs.
  • The role of venue in branding and audience experience.

Module 2: Venue Sourcing and Research

  • Utilizing online venue databases and search engines.
  • The power of professional associations and networks.
  • Sourcing venues for different event types.
  • Creating a shortlist of potential venues.
  • The importance of a venue's reputation and track record.

Module 3: The Art of the Request for Proposal (RFP)

  • Key components of a strong venue RFP.
  • Writing a compelling and detailed RFP.
  • Setting clear expectations and requirements.
  • Using RFP templates and best practices.
  • Managing the RFP submission and review process.

Module 4: The Site Inspection

  • Preparing a comprehensive site inspection checklist.
  • Key questions to ask during a visit.
  • Assessing a venue's logistics and accessibility.
  • Evaluating the venue's staff and service.
  • Taking detailed notes and photos for comparison.

Module 5: Understanding Venue Contracts

  • Common clauses in venue agreements.
  • Cancellation and attrition clauses.
  • Force majeure and liability clauses.
  • Understanding service level agreements (SLAs).
  • The importance of legal review.

Module 6: Mastering Negotiation Techniques

  • The principles of effective negotiation.
  • Developing your negotiation strategy.
  • Knowing your walk-away point.
  • The power of silence and patience.
  • Strategies for negotiating rates and concessions.

Module 7: Cost Management and Budgeting

  • Breaking down venue costs and fees.
  • Understanding catering and F&B minimums.
  • The importance of tax, service, and gratuity charges.
  • Negotiating all-inclusive packages.
  • Finding hidden costs and avoiding budget overruns.

Module 8: Audiovisual and Technology Negotiation

  • Understanding in-house AV vs. external vendors.
  • The costs of lighting, sound, and staging.
  • Negotiating AV packages and labor rates.
  • The importance of tech support.
  • Avoiding expensive on-site charges.

Module 9: Vendor and Supplier Management

  • The relationship between the venue and external vendors.
  • Understanding venue commissions and preferred lists.
  • Negotiating vendor fees and access.
  • Managing vendor communication.
  • The importance of a vendor contract.

Module 10: F&B Negotiation and Menu Planning

  • Negotiating food and beverage minimums.
  • Understanding plated meals vs. buffet options.
  • The art of the menu tasting.
  • Handling special dietary needs and restrictions.
  • The cost of alcohol packages and open bars.

Module 11: Risk Mitigation

  • Identifying potential venue-related risks.
  • The importance of liability insurance.
  • Handling unexpected changes or cancellations.
  • Developing a venue contingency plan.
  • Managing last-minute logistics and issues.

Module 12: Building Relationships

  • The importance of a strong relationship with the venue sales team.
  • Tips for effective communication.
  • Maintaining a professional rapport.
  • The value of repeat business.
  • Leveraging your network for referrals.

Module 13: Venue Case Studies

  • Analyzing successful and unsuccessful venue selections.
  • Role-playing negotiation scenarios.
  • Group exercises in contract review.
  • Debating a venue's pros and cons.
  • Learning from real-world examples.

Module 14: Practical Application and Tools

  • Using a venue comparison matrix.
  • Creating a professional venue proposal.
  • Role-playing site inspection interviews.
  • Developing a negotiation checklist.
  • A final presentation of a venue selection plan.

Module 15: Career Growth & Professional Development

  • Gaining certifications in event management.
  • Staying current with industry trends.
  • Building a portfolio of successful venue selections.
  • Networking with venue professionals.
  • Personal branding as a venue strategist.

CERTIFICATION

  • Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

  • Training will be held at Macskills Training Centre. We also tailor make the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

  • Airport Pick Up is provided by the institute. Accommodation is arranged upon request

TERMS OF PAYMENT

Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com

For More Details call: +254-114-087-180

 

 

The Venue Strategist: A Masterclass In Site Selection & Negotiation in Croatia
Dates Fees Location Action