Archive for the ‘Event Venues’ Category:

7 KEY QUESTIONS TO ASK BEFORE CHOOSING YOUR VENUE

Choosing the right venue for your event is half the battle won. Having the right venue is very important in setting the tone and creating the right atmosphere or ambience for your guests. When choosing the venue for your upcoming event, always bear in mind that it should first fit with your overall event theme and corporate image. Although not exhaustive, if you ask these 7 key questions before choosing your venue, you can’t go far wrong
🙂

1) Does the image of the venue fit into your event theme or your corporate image?

I can’t emphasise this enough. If you are having a Carribean Beach Party for example, it will be more appropriate to hold it at the beach or at a hotel location near a beach. Sure you can hold it at your office, but no matter how much decoration you put, it still won’t match the real “beach atmosphere” outdoors by the sea. Also, if you are holding a grand anniversary celebration and will be inviting your clients or prospective clients, you can’t be holding the event at 3-star hotel location away from town. The image of the venue or hotel must fit to your corporate image or at least the image that you want to project.

2) Does the venue has the size &  capacity to house your audience and the proposed activities?

Some venues maybe grand and beautiful and all that, but they may not have the size to accommodate the  number of guests that you want to invite. Make sure too that they have enough space for your programme or entertainment to take place. If you are holding a pre-dinner, cocktail reception, then the venue must at least have a nice foyer for your guests to mingle before being ushered into the ballroom for dinner. Or if you are organising a conference and has table-booths display, then the venue must have an area just outside the main conference room so that its easy for the guests to visit the booths. No point in placing the booths in one of the rooms “somewhere” in the hotel – it will not be convenient for people to go there.

3) Is the venue rep or site staff easy to reach and accommodating to your needs?

If there is one pet peeve I have about working with venues is this: venue reps or site staff which are uncontactable or  dragging their feet when it comes to accommodating to any event requests onsite. Customer service is important when choosing the venue you work with. When the staff take ages to change a torn table cloth or made a face when asked to re-arrange the sitting arrangements, I make a mental note NOT to hire this venue for my next event. So the service provided by the venue staff is also important in determining your choice of location. If you decide to choose a non-hotel venue especially, remember that logistic support may not be forthcoming and you may have to incurr additional costs to have your own support team on standby.

4) Does the cost of the venue fit within your budget?

This is obvious if you don’t have much budget to work with. If it is too expensive for you, then you must look for an alternative venue. If however, it is an event which you feel can also benefit the venue owner – then don’t hesitate to ask for a partnership agreement or venue sponsorship. You must have a plan for this though, as not all venue owners are open to the idea of sponsorship – its not
impossible and I have done it many times before 🙂

5) If its an outdoor site, is there an indoor alternative in case of bad weather?

If you are planning to have an outdoor event -“die, die must have!” then it is safer for you to hire a venue that has an indoor alternative in case of bad weather – and it must not already been booked by another party! Of course there’s the good ol’ tentages but they can be costly depending on how big or complex you want them to be. So bear these in mind before deciding.

6) Is the venue easy to find and highly accessible via public transport?

If you are not arranging transport for your guests, then its best that the venue you chose to be near public transport or easily accessible to most people. If you are arranging for transport or at least a bus shuttle service from the nearest train station/subway, then make sure you communicate this well on your
invitation card to your guests so that they are more likely to go to your event. Too far-off location can be a put-off for some guests, so bear these in mind.

7) Is parking provided free to the organisers and guests? If not, what are their charges?

Some venues do provide free carpark passes based on the minimum number of guaranteed guests so remember to ask them for it. Some venues may have limited parking in their area, so if you are not arranging for transport and many of guests may be driving there, its good to choose a location that has plenty of parking spaces or one that is not too far from your venue. Remember that most venues even though they charge for parking – they may offer a discount or a rebate for your guests. Remember as organisers, you may have to spend long hours at the venue and the cost can kill you if you are not careful, so remember to choose a venue that provide at least free parking to the organisers 🙂

©2010 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now at www.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


Villa Enrique @ Dempsey Hill

This is a cosy place ideal for an intimate group of 30 to 50 guests.
Though the space is big enough to accommodate more than 100 standing guests!

Its got great ambience and at night with its romantic lights flickering, Villa Enrique is definitely more than just a restaurant.

Its relatively spacious alfresco dining area outside the restaurant can be used for a pre-dinner cocktail reception. Add some LIVE spanish music and flamenco dancers and wala! you can have your spanish theme party right here 🙂

If you would like us to manage your events and meetings for you, please email us.

Archive for the ‘Event Venues’ Category:

5 Ways To Save Money When Organising Your Event At A Hotel

When you organise an event that involved marketing for delegates – and therefore cannot guarantee the turnout, its best to be conservative in your estimates rather than being too optimistic. Sure, anyone wants a well-turnout event but its best to be realistic especially if you are the one marketing the event and can guage responses! This is more applicable if you are organising your seminars, forums or conferences at a hotel and cannot guarantee the turnout.

Knowing how to negotiate with the hotel venue can save you loads of money and lots of time trying to salvage any unexpected situation.

1) Always Guarantee Lower Than Your Expected Attendee

When you sign the contract with the hotel based on minimum guarantee, do guarantee lower than your expected number of attendees. Always be conservative in your estimation. You can alway  increase the  number of attendees later on nearer the event. As you know once you have given the hotel a minimum guarantee, it is difficult to lower the guaranteed numbers – in the event
that the event attendees fell short of your expectation. So even if your actual number of attendees is less than your guaranteed numbers, you will still have to pay  for the guaranteed numbers. So it is always best to guarantee much lower and pay for the actual attendees on
the event day – so long as the hotel can accommodate.

Remember you can always increase the numbers later but not decrease it.

2) Use The Main Conference Hall and Partitian It Up Into Breakout Rooms Instead Of Renting One

In the event that you need breakout rooms for your event, choose the biggest conference hall (depending on the number of breakout rooms you need)  that you can partitian into smaller breakout rooms if need be. Especially if the breakout rooms are needed only after the main conference is over and you will not be disturbing the conference proceeding. As you know, hotels charge for breakout room rentals and if you are not careful, all these can add up to pretty high costs.

So when choosing a hotel venue for your events and you need breakout rooms – remember to ask for what you can
do at the main conference hall, know what the possibilities are first – before confirming your event there.

3) Ask For Complimentary Welcome Coffee & Tea

Most hotels will provide a complimentary welcome coffee & tea if asked and especially if you are having an event the stretched to more than a day or you have a large number of guaranteed attendees. If your event is starting early, you can always ask for half of the morning teabreak to be served first when the guests arrive, and to be replenished later on during the teabreak.

Most times you can always ask for a complimentary welcome coffee & tea and some hotels if asked, are even nice enough to even throw in morning breakfast snacks like muffins for free.

So the rule of thumb here is to ask the hotel for it.

4) Get Your Own AV Supplier Instead of Relying On the Hotel’s

Getting your own AV supplier can sometimes be cheaper than the hotel’s and most hotels do not provide a standby support staff or technician to upload powerpoint presentations onto the laptop or to help your speakers with their presentations.

And if you only just need to use the hotel’s sound system – remember that some hotels will provide for the FOC use of microphones and you may only have to pay for laple mics and some hotels will not. Remember to be clear about what is provided FOC and what is not. No harm to ask for the FOC use of mics during your event,  of course 🙂

5) Ask For Accommodation Bulk Discounts For Your Delegates

If your conference or event involved overseas guests and you need hotel rooms – always negotiate for bulk accommodation discounts with the hotel. Hotels are most happy to provide a “package proposal” for meeting rooms that involved accommodation bookings especially if you are booking for more than 10 rooms at a time.

Compare quotes with other hotels to get the best deals.

Remember that as the organiser, you are responsible to ensure that your delegates are serviced well and are comfortable with the rates offered. How you negotiate with the hotels will eventually determine this.

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now atwww.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Amanpuri, Phuket – your next meeting venue!

 

 

The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences.

Check out how you can be spoilt totally, by having your meetings in the luxurious surroundings of Amanpuri Phuket –  ideal for small intimate groups of 10 to 50 guests.

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanpuri

If you would like us to manage your events
and meetings for you, please email us.

Archive for the ‘Event Venues’ Category:

Seaside Resorts In Singapore For You To Have Your Next Retreat!

If you are thinking of organising your company’s retreat and is short on the budget, hold it locally – here in Singapore, there are a lot of seaside places in the East where you can stay for the night and have your teambuilding session as well. True, we may not have the white sandy beaches of Phuket  or the pristine clear waters of Maldives but if you are short on the budget, there ARE nice seaside places in Singapore for you to organise your retreats there and it does not have to be expensive – here are 3 of my favourite seaside places!

1) SAF YACHT CLUB

Founded on 2005, built entirely on reclaimed land, this 4-year old resort at Changi is not JUST for the yacht enthusiasts. The resort has 12-rooms that can fit up to 6 people each and even has a honeymoon suite! All rooms has a pool view and faces the sea! To get there, they offer a free shuttle service from Tanah Merah MRT. Of course driving there would be more convenient as parking is totally free. I have stayed in one of their rooms before and though the accommodation is pretty much basic, nothing much to rave about, the view from each room can be quite spectacular. Plus they also have meeting rooms for rent which is ideal for your meetings and teambuilding sessions. I like the food served at their ground floor restaurant “The Wateredge Cafe” – it is tasty and located right next to the waters – you get to enjoy beautiful lights at night amidst the cool breeze. They also offer DIY BBQ meals. So it can be quite a treat for a corporate dining event with a stay-in option. For more
information, you can visit their website at www.safyc.org.sg

 

2) NSRCC – NATIONAL SERVICE RESORT AND COUNTRY CLUB

This is a pretty swanky place for government-owned resort. Situated at 10 Changi Coastal Walk, SAFRA members get quite good discounts for the bungalows and the use of facilities here. Newly renovated with modern furnitures, it has more than 20 seaside spacious 2-storey bungalows each come equipped with a barbeque pit. This is ideal for small company  retreats if you do not mind cozying up to one another in the bungalow 🙂 Does not cost that much per day to rent  either. It also boasts a grand ballroom which can fit up to 500 people and small meeting rooms for less than 50 people. What impressed me the most is the sheer size of the whole place.

It boasts an Olympic sized pool, a fully equipped gym, bowling alley, squash courts, tennis courts, karaoke lounge, 2 restaurants, poolside cafe  and a 27-hole championship golf course right next door! To get there, take the free shuttle from Tanah Merah MRT.

The website does not really do a good job of describing the whole place. Its way nicer when you see it for yourself : http://www.esrcc.com.sg

 

3) CHANGI BEACH CLUB

The Changi Beach Club owned by the Singapore Sports Council started as the Changi Swimming Club way back in 1972. So it has a bit of a character to the whole place. After going extensive renovation and refurbishment, it now has 17 deluxe rooms which faces the pool and the sea and 1 main suite. If I were to comment on the rooms – it is located too close to the 50 metre pool and does not seem to have lots of privacy. However if you are organising a beach party, it has a great beachfront and you can have your own private BBQ parties with the “waves gently lapping at your feet”. The meeting rooms are not too big and what I dont like about it is the low ceilings  and the two pillars in front – but the views of the sea from the meeting room can be quite amazing. It also has a boardwalk jetty which can link
you up all the way to Changi Village.

Go to www.changibc.org.sg

So there you go! some seaside resorts in Singapore for you to consider if you are on a tight budget and for cosy company retreats!  Ideal for departmental retreats or small companies.

©2009 Maya Kuchit-Desjarlais, Convention Links (S) Pte Ltd


WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE?

You can, as long as you include this complete blurb with it: The EventWhiz(TM), Maya Kuchit-Desjarlais publishes an ezine every 1st Thursday of the month on Creating Events That Work! Our ezines talk about and share practical experiences in running successful events. These bite-sized info, tips & ideas are specially suited for the busy, time-crunched Corporate Executives, Business Owners, Event Officers, Executive Assistants, Administrative Professionals, Marketing & HR practitioners who want to run their own events successfully, hassle-less, stress-free and with more grace & ease! If you’re ready to create successful events, easily AND get the recognition you deserve – get your FREE tips now atwww.eventwhiz.com

Visit www.successfuleventplanningstrategies.com


The Amanbali Break Treats!

The Aman Resorts, the name conjures up images of romance, exclusivity and unique experiences. Check out how you can stay at 3 of the

Amanbali properties in 1 trip!

Want to show your appreciation to your clients or management team?

Have your meetings at The Amanbali

If you would like us to manage your events and meetings for you, please email us.

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