When you decide to set up a venue for an upcoming extreme sports event, there are a vast amount of decisions that you’ll have to take into consideration during your planning process. For starters, selecting an appropriate venue is more than likely the one major decision that will affect the rest of your event planning. It’s absolutely vital that you do your proper research and planning beforehand to ensure that the entire event planning and preparation process goes as smoothly and seamlessly as possible. There are many different steps you need to take prior to booking a venue, and a few factors to take into thought as well, such as:
- The date for the event – this can be a major factor in determining your venue. It may be booked months in advance, so it’s important to set a date plenty of time in advance to accommodate any venue reservations.
- Your budget – another extremely important variable, your budget will be a large focus for the venue itself. If you are looking for a huge, open-aired venue, it may be a little more affordable than looking to rent out a similar, indoor venue. If you’ll be hosting a dirt-bike competition, than your needs will obviously be a little different than if you were hosting a cliff diving event.
- Number of participants – this is the last of the top 3 most important factors for choosing a venue. Some venues have very small occupancy limits, while others may have way larger limits. Based on the city, the building, and the fire codes, you may need to plan accordingly based on how many attendees you have coming to the event.
There are a variety of helpful resources to get you started on finding the perfect venue for your event, and they begin with the local government in the area you are looking to have your event. Many times, you can contact a local government branch, such as the Convention & Visitor’s Bureau, to ask them about any potential venue spaces for your event that would be perfect for all of your various needs. There are also many online websites that are specifically designed for finding event venues and helping book them, so be sure to check out some different companies such as Peerspace to help you decide.
After you’ve picked and decided on a venue, and as time comes closer to the event, the set up process begins! This is where the fun (and potential headaches) will generally arise. It’s important to take the necessary steps before the event so that you are prepared for any sort of circumstance that may arise. This means procuring port-a-potties, reserving food and beverage trucks, and setting up trash cans and “convenience stations” around the venue. In many cases, if your event is outdoors, you may want to allow pets to join their owners for a fun outing. This brings up another slew of issues, primarily with how to handle pet waste and removing any dog poop from the area. One of the most important things that attendees of an event appreciate is a clean, healthy community environment. This means if you plan on allowing pets, you should look to purchase or rent a few pet waste stations and spread those out throughout the venue space. There are many companies that specialize in pet waste stations and pet waste removal, so take the time to pick one that best suits your needs.