When your PCO starts asking you whether you want 24hour rate or DDR? Do you know what they mean or do you start thinking, ‘OMG what have I let myself in for?’!
To view Part I CLICK HERE
To view Part II CLICK HERE
Early Bird Registration
Sometimes, in order to encourage advance registration for your event, it is useful to have a special lower rate for registration, which is called an early bird price, which rises as the conference nears. It is useful to encourage people to register early so that you have a better idea of final numbers as you will be required to finalise catering numbers in advance along with all the event collateral (bags, pens, pads, etc.).
Exhibition Layout
If you have an exhibition you will need to decide the format you would like to have it in. Typically, large exhibitions will employ a stand contractor and will offer the exhibitors a choice of shell scheme or space only.
A shell scheme generally includes built walls on three sides, a name facia, spotlights, and electrical point(s). The majority of exhibiting companies will use this method and it suits those companies who have smaller stands and want to use a popup banner. If a shell scheme stand is situated on a corner or at the end of a row of stands, it will normally be left open on two sides unless other instructions are received from the exhibiting company.
Space only is for companies who wish to build their own bespoke stand only. This style of exhibiting is recommended for a large stand only (generally over 15m2). In this instance, for those exhibitors who select ‘Space Only’ you will need to request a scaled (1:200) floor plan, design visuals, contractors liability insurance, method statement and risk assessment to be provided 8 weeks before the start of build. Sockets, lighting, carpeting and shell scheme are not generally included in the cost and they would be requested separately by the exhibitors dependent on their stand design.
For smaller, one day study days, a more typical option for exhibitors is a table top stand. Exhibitors are provided with a table, two chairs and a space to display their pop up banner. This option allows for quick set up and break down and also allows a large number of exhibitors within a small space.
First Option / Second Option
When you start the search for a venue that suits your event requirement and have asked to reserve availability for the dates you require, you may hear venues saying that you have ‘first option’ or that you are ‘second option’. By being given ‘first option’, the venue is confirming to you that they have allocated you the space on a no contract basis, giving you time to decide whether or not to proceed. This is for a non-specified time which should be arranged between yourself and the venue and if at the end you want to proceed you will sign the contract. Should another company wish to book this space, the venue will give you at least 24 hours’ notice to contract before they release the space to the other company. If you are given ‘second option’, you will know another party has the ‘first option’ on the space, and whether or not you will be able to proceed with the space is dependent on whether or not they wish to proceed.
Keep an eye out for Part IV coming soon!