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  • Introduction
  • Overview
    • What is a WIAD event?
      • FAQs about money, insurance, and non-profit status
      • FAQs about being an organizer and the Call for Locations
    • Driving Principles
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  • WIAD Planning Team
  • Get Started
    • Organizer responsibilities
    • Event rules
    • Building your team
  • Sponsors and finances
    • Create a budget
    • Types of sponsorship
    • Find sponsors
    • Create a sponsorship strategy
    • Reach out to sponsors
    • Sign sponsorship contract
    • Accepting money from sponsors
    • Submitting expenses
    • Do not contact these sponsors
  • Speakers and programming
    • Types of events
    • Finding presenters
    • Choose your event format
  • Picking an event venue for in-person events
    • Considering venue size and cost
    • Understanding audio & visual capabilities
    • Evaluating venue accessibility / ease of access
    • Finalizing a venue contract
    • Audio/Video Setup
  • Branding, marketing, and promotion
    • Logo and branding guidelines
    • Visual Assets
    • Using a common language
    • Social media channels
    • Local marketing strategy
    • Social media guide
    • The WIAD website
      • Your location page
      • Your event page
      • Keep accessibility in mind
  • Audience and the day-of experience
    • Collecting attendee data
    • Preparing for event registration
    • Preparing global give-a-ways
  • Things to do after the event
  • Resources
    • Selling Information Architecture
    • Inclement Weather
    • Personas
      • Archive Personas
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  • Templates
    • Event Planning Template
    • Budgeting Templates and Examples
    • Name Tags
    • Social Media Speaker Cards
    • Speaker Presentation Template
    • Stickers
    • Social Media Timelines
    • Sponsorship Examples
  • Reports
    • WIAD19 Final Report
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  1. Picking an event venue for in-person events

Finalizing a venue contract

Depending on the size of your event, you may want to consider having a contract drawn up to manage expectations between both parties and to ensure the space is reserved for you.

Depending on the size of your event, you may want to consider having a contract drawn up to manage expectations between both parties and to ensure the space is reserved for you on the day of your celebration.

Some important deals to work out with the venue in advance:

  • Maximum occupancy

  • Building access and walk-throughs

    • Hours you are permitted in the building, including time for rehearsal, setup and break-down (if applicable)

    • Point of contact

      • Provides access when needed

      • Schedules walk-through with vendors

      • Provides floorplans

      • Emergency or backup contact

    • Setup/breakdown responsibilities

      • A/V

      • Seating and tables

      • Cleaning responsibilities

        • Tables

        • Trash

        • Recycling

    • Venue Insurance

      • Talk to the venue to find out if insurance is required.

    • Preferred vendors

      • Some venues have vendors for food, audio/visual rentals, etc. that they require or prefer are used within their space.

    • Security requirements

PreviousEvaluating venue accessibility / ease of accessNextAudio/Video Setup

Last updated 4 years ago

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