An insider’s guide to becoming besties with your venue team
Masters of the dark arts, partners in crime, the Robin to your Batman – whatever you want to call them, your venue team are the crucial bridge between the vision in your head and the success of your event on the ground.
From audio-visual (AV) and operations to catering and security, they’re the people who make sure your plans don’t just look good on paper but work seamlessly in practice too.
So, how to make the most of the relationship? Well, who better to ask than the experts?
Be proactive
Timely communication is the foundation of any successful event – especially for AV.
“Arrange a meeting early to talk through the elements of your event,” advises Jen Syme, Production Supervisor at the IET.
“The biggest mistake new planners make is not considering all requirements – think set-up and de-rig times, remote speaker dial-ins or audience participation tools. Not only can AV teams identify these, they can offer efficient solutions.”
Jess Mooney, Business Development Manager at IET Venues agrees.
“Understanding your venue’s capabilities and limitations is fundamental – you need to know what can and can’t be done within the space! Venues often provide core infrastructure, like catering and AV, but may have restrictions on capacities, suppliers and timings. Clear communication helps align expectations and avoid last-minute surprises.”
While in the planning phase, don’t forget to check your insurance requirements.
“Both commercial and private events must have their own insurance,” reminds Sean Spencer, Head of IET Venues.
“Some organisers already have Public Liability Insurance within their annual company insurance, while a private booking may need to take out a single- or multiple-event policy.”
Be constructive
A collaborative relationship works both ways.
“Doing what you say you’re going to do – sharing those dietary requirements, for example – goes a long way towards building trust and a positive experience,” says Gareth Beeby, Talent Acquisition and Recruitment Manager at the IET.
Providing each department in the venue team with a dedicated contact on event day is just as vital.
“If it’s not clear who to get decisions from, this can cause delays,” explains Jen. “With a pre-planned contact, we can adapt quickly and manage changes smoothly.”
Be prepared
But what if your event is virtual? Don’t worry – Jen’s got you covered there too.
“Consider what your virtual audience will experience, and make it as televisual as possible. Use moving graphics, video and branded assets, and ensure slides aren’t too small or busy. Don’t forget to plan what they’ll see during breaks, and if your event is interactive, consider what’s needed to connect your audience.”
For Liz Hurst, Coordinator and Personal Assistant at the IET, it all comes down to the basics.
“Look at how many attendees you’ll have and your budget. Once you know your allowance per head, work outwards from there. Choose a location that’s easy to get to, and book early to secure the rooms you need."
Final thoughts
Your venue team aren’t just service providers – they’re partners, problem-solvers and, often, your greatest allies. So, invest time early-on to communicate, collaborate and prepare.
And don’t forget to take advantage of their skills and expertise. It’ll make your life easier - and your event better.
