Keeping costs under control is always top of mind for event professionals. One often-overlooked factor is event space access timing, specifically “when” you can access the venue.
A range of factors can challenge moving event production equipment from point A to point B efficiently and cost effectively. It’s one of the last logistical hurdles where unanticipated costs can damage the calm of your otherwise well-planned event.
Securing early event space access seems ideal. Booking the venue for setup a day or more before the event allows ample time for a smooth setup of AV equipment and other event infrastructure.
The downside? There could be a premium for pre-event setup hours. Companies should be aware that early access can lead to additional costs, particularly if they need to pay for an extra day to guarantee access.
For example, if a hotel only provides access at 2 p.m. on setup day, it may complicate labor scheduling. With labor regulations requiring an eight-hour turnaround, a crew finishing at midnight can’t start again until after 8 a.m., risking double-time pay if meetings begin at 8 a.m.
Clients should weigh these potential labor costs against the expense of booking the ballroom earlier for setup, as this could lead to significant savings overall.
Also, make sure to account for additional fees for the extra days as well as additional labor time, especially if you’re working with a venue for the very first time.
Then there is off-hours access. Gaining entry to the venue outside of regular business hours, such as late nights or early mornings, may result in additional charges.
In the last few years with labor shortages, some techs or companies would charge a different rate to start before 6 a.m. or after midnight. If in a union venue, the rates will vary based off start times and days. The cost of events requiring access on weekends or public holidays can go even higher due to the premium rates for labor and venue rental during these times.
Understanding your event’s technical complexity is key. Elaborate setups with intricate lighting, sound systems, or custom staging may require more setup time.
Conversely, a simple presentation with minimal equipment can be prepped quickly. Discussing your needs with the AV company beforehand allows them to optimize their schedule and potentially offer tiered pricing based on setup complexity.
Breaking down an event could also present an issue. Venues often impose strict timelines for post-event cleanup. So it’s crucial to negotiate breakdown time. Ensure the breakdown window aligns with the complexity of your event. Leaving enough buffer time prevents a last-minute scramble and associated fees.
On the flip side, if the event space has another booking shortly before or after your event, a quick turnaround may necessitate additional crews to ensure timely setup and breakdown, increasing labor costs.
Here are best practices to keep in mind:
Being aware of these factors will help your venue access go more smoothly. And you’ll very likely shave off some otherwise unexpected costs. Do these, and you’ll be the master of your event venue domain.