Selecting a venue is only one aspect of any event. Arranging and setting up a venue to accommodate everything your event has to offer is another crucial part!

Most likely, you will only have a short amount of time to set everything up, and events must start on time. However, you can definitely make the event setup process go smoothly when you prepare in advance.

Pixabay/info72

Pixabay/info72

Here are some tips to help you prepare for setting up a venue

1) Designate an event director

In general, the event director is someone who arrives before everyone else on the staff and is ready to coordinate every detail for properly setting up a venue. From retaining the keys to the venue (if necessary) to delegating tasks among the other staff members, he or she has important responsibilities for ensuring the event runs smoothly.

The event director should also arrange for the event’s signage to be placed and/or updated as early as possible. This helps all vendors easily find the venue location as well, which helps prevent last minute scrambling during the setup process.

2) Make sure you have enough “manpower” to help with setting up

Especially when time is of the essence, it is important that enough people are on hand. This will definitely help make the set up happen efficiently and quickly.

3) Test all equipment before the event starts

Making sure all electrical outlets, audio-visual, and other equipment is working properly beforehand helps prevent any embarrassment during the event. If your event attendees need an internet connection, ensure they can access Wi-Fi or can otherwise easily connect.

4) Provide proper parking arrangements for your vendors, as well as your guests

Parking is sometimes overlooked or taken for granted during the process of setting up a venue. Ideally, you have selected a venue which already provides good parking services for your attendees. Just in case, double check and make sure parking is sufficient and convenient for your guests and your vendors.

Tasks for setting up a venue

Although every event has its own requirements and specific themes, here are some examples of the more common tasks for venue setup. Note that some of the tasks for indoor and outdoor venues do overlap.

Indoor venues

  • Erecting sponsor signage
  • Erecting flags, banners and bunting
  • Fixing direction signs
  • Setting up podiums, microphones, amplifiers and speakers for public address
  • Positioning nametags and check-in materials
  • Setting out tables and chairs (also centerpieces, linens, plates, flatware, and glasses)
  • Painting, fixing and/or cleaning equipment, furniture and premises
  • Checking security of windows and doors
  • Working out lighting and air-conditioning controls
  • Positioning of first aid equipment 

 

Outdoor venues

  • Mowing grass
  • Erecting tents and marquees
  • Erecting sponsor signage
  • Fixing direction signs
  • Setting up microphones, amplifiers and speakers for public address
  • Positioning nametags and check-in materials
  • Setting out tables and chairs (also centerpieces, linens, plates, flatware, and glasses)
  • Checking outdoor surfaces for hazards
  • Erecting flags, banners and bunting
  • Erecting portable toilets
  • Positioning of first aid equipment

 

Sources: LeoIsaac.com & About.com

 

Now that you are fully prepared for setting up a venue, you can relax a little easier in knowing things are going to go smoothly during your event. If you’re still looking for summertime venue ideas, we recently suggested four of our favorites here in the Portland area that you may like, too.

If you have further questions, please feel free to leave a comment below. We’d love to hear your thoughts or suggestions you have for setting up a venue. 

Related Resources

LeoIsaac.com Venue Set Up