What Event Planners are Looking for in Rental Spaces Photo: iStock Photo
By Megan Gosch, Pernsteiner Creative Group It’s no secret. “Location, location, location” (along with ideal guest capacity and a reasonable price) are paramount when it comes time to select an event venue. But, they aren’t the only deciding factors planners are keeping in mind. Parks and recreation agencies have plenty of key assets and amenities they can spotlight to catch a planner’s eye and reel in new opportunities. So, what are the factors that can bring your space to the top of a planner’s list?
Plenty of Perks Planners are ready and eager to explore new venue options, but facility resources that can help eliminate a core budget line item are sure to catch a planner’s attention. “A new location or venue can help give some of our long-standing events a shot in the arm with a new look or feel, but at the end of the day I’m looking for great amenities,” said Steve Madson, owner and president of SRO Productions, whose team has produced large-scale events like the Edina Art Fair, the Stone Arch Bridge Festival and a series of Beer Dabbler events. Assets like dedicated parking, path lighting for evening events or support with recycling and trash collection all make an impact. “These are wishlist extras, but as an event producer they’re all pieces I have to provide. Any help a venue can build into that rental is going to be a huge help to the bottom line.” he said. And when it comes to wedding or social events, in-house décor, on-site prep kitchens, or access to additional rooms included with space rental can give facilities an edge.
“Even something as simple as a beautiful space where a bride can get ready or an extra room where vendors can park their supplies out of sight at no extra cost can be a huge asset in keeping an event running smoothly,” said Dana Allison, owner and planner behind Keyed Up Events.
Vendor Variety Facilities offering planners flexibility in the vendors they choose to work with can give planners and their clients a rare chance to more closely control event budgets and keep the event’s original vision in line. “So many venues have a small list of approved partners and it can lock you in. Your hands can be tied as to how much you’ll spend on something like food and beverage with a vendor that wasn’t your first choice so flexibility is key,” said Allison.
Accessibility as Advertised Planners are responsible for ensuring their events are compliant with the Americans with Disabilities Act and provide access for all, but often find venues aren’t as up-todate as they should be. “I’ve worked with parks that don’t even have wheelchair ramps or curb cuts. The facilities are dictating that our event be accessible but the facility itself might not be up to par as their team promised,” said Madson. “That can end up as a surprise expense for us to build out amenities ourselves.”
Power On Tap Park facilities that can offer access to outdoor electricity will also stand out to planners. Generators are always a viable option for planners looking to power
“A new location or venue can help give some of our longstanding events a shot in the arm with a new look or feel, but at the end of the day I’m looking for great amenities,” said Steve Madson. 36 MINNESOTA Recreation and Parks • www.mnrpa.org
