COMPETENCY–BASED LEARNING

MATERIAL

Sector TOURISM

Qualification Title EVENTS MANAGEMENT SERVICES NC III

Unit of Competency SELECT EVENT VENUE AND SITE

Module Title SELECTING EVENT VENUE AND SITE

TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY

SAINT JOHNBOSCO COLLEGE OF NORTHERN LUZON, INC.
National Highway, Lingsat, City of San Fernando, La Union

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 HOW TO USE THIS COMPETENCY – BASED LEARNING MATERIAL

Welcome!

The unit of competency, Select Event Venue and Site, is one of the competencies of Events
Management Services NC III, a course which the knowledge, skills and attitudes required to Select
event venue and site for the staging of meetings and events. Depending on the context, this role
could be performed by a wide range of individuals including event managers, local or regional
tourism managers, venue managers and marketing managers.

The module, Select Event Venue and Site, contains training materials and activities related to
the knowledge and skills required in Select event venue and site.

In this module, you are required to go through a series of learning activities in order to
complete each learning outcome. In each learning outcome are Information Sheets, Self-Checks,
Operation Sheets and Task/Job Sheets. Follow and perform the activities on your own. If you have
questions, do not hesitate to ask for assistance from your facilitator.

Remember to:
● Work through all the information and complete the activities in each section.

● Read information sheets and complete the self-check. Suggested references are
included to supplement the materials provided in this module.
● Most probably, your trainer will also be your supervisor or manager. He is there to
support you and show you the correct way of doing things.
● You will be given plenty of opportunities to ask questions and practice on the job. Make
sure you practice your new skills during regular work shifts. This way you will improve
you speed, memory and your confidence.
● Use the Self-Checks, Operation Sheets or Task or Job Sheets at the end of each section
to test your own progress. Use the Performance Criteria Checklist located after the
sheet to check your own performance.
● When you feel confident that you have had sufficient practice, ask your Trainer to
evaluate you. The results of your assessment will be recorded in your Progress Chart
and Accomplishment Chart.

You need to complete this module before you can perform the next module, Develop and
update event industry knowledge.

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 Events Management Services NC III
COMPETENCY-BASED LEARNING MATERIALS

List of Competencies

No. Unit of Competency Module Title Code

EVENT PLANNING SERVICES
Planning and
Plan and develop event TRS342315
1. developing event
proposal or bid
proposal or bid
Develop an event Developing an event
2. TRS342316
concept concept
Developing event
3. Develop event program TRS342317
program
Select event venue and Selecting event
4. TRS342318
site venue and site
Develop and update Developing and
5. event industry updating event TRS342319
knowledge industry knowledge
ON-SITE EVENT MANAGEMENT SERVICES
Providing on-site
Provide on-site event
6. event management TRS342320
management services
services
Managing
Manage contractors for
7. contractors for TRS342321
indoor events
indoor events
Developing and
Develop and update
8. updating knowledge TRS342322
knowledge on protocol
on protocol

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 MODULE CONTENT

UNIT OF COMPETENCY : Select event venue and site

MODULE TITLE : Selecting event venue and site
MODULE DESCRIPTOR : This unit covers the knowledge, skills, behavior and motivations
required to undertake the venue/site selection process for a major
event comprising multiple components. It requires the application of
significant analytical and research skills to complete the process of
matching an event to a particular site or venue.
NOMINAL DURATION : 8 Hours

LEARNING OUTCOMES :

At the end of this module, you MUST be able to:

LO1: Analyze venue or site requirements
LO2: Source event venues or sites
LO3: Confirm venue or site arrangements

ASSESSMENT CRITERIA:
LO1: Analyze venue or site requirements
● Event-specific venue or site requirements are analyzed based on detailed review of
all aspects of the proposed event, including multiple components.
● Accurate and complete venue or site specifications are developed to facilitate the
research process.
● Needs of all stakeholders, including those with disabilities, are integrated into venue
or site specifications.

LO2: Source event venues or sites

● Potential venues or sites are researched, using appropriate information sources and
research methods.
● Suitability of venues or sites is assessed based on comparison of services offered
with specifications.
● Need for and the nature of contingency planning required by specific venues or
sites are assessed.
● Venue or site capacity to deliver quality outcomes in relation to customer service,
cooperative management, and past experience is assessed.
● Negotiation and liaising with personnel from potential venues or sites are
undertaken to ensure all event requirements can be met and to address potential
problem areas.
● Need for tentative bookings are assessed and prompt action is taken.

● Multiple site and venue selection is coordinated in a logical manner when required.

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 ● Clear and accurate briefings on venue or site options are provided to colleagues and
key stakeholders to include recommendations and rationale.

LO3: Confirm venue or site arrangements

 Venue or site arrangements are accurately confirmed in writing when the selection
process is finalized.
 Venue or site contracts are reviewed and signed within appropriate timeframes and
within the scope of individual responsibility.
 Specific venue and site planning issues are integrated into overall event
management systems promptly.

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 LEARNING OUTCOME NO. 4.1-1
Analyze venue or site requirements
Contents:
 Consider When Searching for a Venue
 How to Search for a Venue

Assessment Criteria:
● Event-specific venue or site requirements are analyzed based on detailed review of all
aspects of the proposed event, including multiple components.
● Accurate and complete venue or site specifications are developed to facilitate the research
process.
● Needs of all stakeholders, including those with disabilities, are integrated into venue or site
specifications.

Conditions:
The participants will have access to:
1. WORKPLACE LOCATION:
- Circulation Area
2. EQUIPMENT, TOOLS & MATERIALS:
- Computer with internet connection
- LCD projector
- Sound system
- First aid kit
- Telephone Directory
- Telephone
3. TRAINING MATERIALS:
- Books, Magazines, Printed Materials

Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 Learning Experiences

Learning Outcome No. 4.1-1

Analyze venue or site requirements

Learning Activities Special Instructions

Read Information Sheet 4.1-1 on Analyze venue If you have some problem on the content of
or site requirements the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.
Answer Self Check 4.1-1 on Analyze venue or Compare your answer to the Answer Key 4.1-1
site requirements on Analyze venue or site requirements
If you got 100% correct answer in the Self -
Check you can now move on to the Task Sheet
4.1-1 on Analyze venue or site requirements.
Perform Task Sheet 4.1-1 on Analyze venue or While performing the task for this module.
site requirements Your Trainer will evaluate your performance
using Performance Criteria Checklist 4.1-1 on
Analyze venue or site requirements
After doing all activities of this LO, you are
ready to proceed to the next LO on Source
Event Venue or Sites.

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 Information Sheet 4.1-1
Analyze venue or site requirements

Learning Objectives:

After reading this INFORMATION SHEET, YOU MUST be able to:

 Specify an Event-specific venue or site requirements are analyzed based on detailed review
of all aspects of the proposed event, including multiple components.

Introduction

The event organizers are inevitably confronted by many decisions. Choosing a venue is the
one decision that will have the largest impact on your event. The date of the event, catering options,
and attendees' pleasant experiences, hence all of these are partly affected by which venue you
select. Does this sound a bit intimidating? You don't have to feel that way. Here are some guidelines
about when to make decision, what to consider and how to do better.

What to Consider When Searching for a Venue

1. Location
You've probably already considered this. For a local event, you may be looking for a
venue within a reasonable distance from most attendees' homes or places of work. If many
attendees will be traveling from out of town, a venue near the airport or their hotels will be
beneficial. Do not forget to consider traffic, transportation, and parking options. Would you like
to reduce the chance for your attendees to be late? Provide them with a mobile event app,
which is essentially a standard these days. With GPS maps, driving directions, and
parking/shuttle information at their fingertips, your attendees will feel relieved. If the venue is
within a large campus or institute, maps with pins especially help a lot. For events with
exhibitions, posters, or parallel sessions, interactive indoor maps will help attendees
conveniently navigate.

2. Parking
Does the venue have a parking lot or valet parking? A venue with a parking lot is what
dreams are made of. If that's not the case, are there parking lots nearby which attendees can
access and use? If there is no parking available, you're not completely out of luck as you have a
few alternatives:
 You can reserve nearby parking lots for your attendees and either includes the cost in the
ticket prices, or have attendees pay when they park.
 Take a look at Uber or Grab and Car Rental discounts offered for events. You can negotiate
with them to set this up and distribute the promo code to your attendees.
 Provide a way for attendees to share a ride or a cab with each other.
 You could offer valet parking for the event, even if the venue doesn't. as a gala or wedding.
Providing a valet may be essential if the event is an upscale event such as a gala or wedding.

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3. Capacity and Minimums
 The capacity?
You will need to know the room capacity of the venues intended for the number of
persons to be accommodated should be comfortably fit into a room with a fire and safety
measures or codes in that venue.

 The F&B Minimums?

If your venue offers food and/or beverages and sets a minimum food and beverage
spending amount (known as an F&B minimum), ensure that is sufficient with the required
number of persons.

 Make adjustment based on attendee feedback?

It is important to be able to make an informed adjustment for a size of a room or F&B
right before or during your event. You can easily 3800 headcount or collect instant feedback
if ever there are adjustments so that it can save time and money.

4. Services and Amenities

 Kitchen
 Tables, chairs and linens
 Service personnel
 Audiovisual equipment

5. Layout
Even though you'll be finding your venue early in the event planning process, you'll still
want to have a rough idea of what types of activities you'll be including, the amenities you'll
require, and the needs of your team and the attendees. While narrowing down your selection,
get an illustrated floor plan of each venue, and walk through your favorites at least once,
making note of important things such as where the outlets are and where AV equipment is or
can be located.

The layout and floor plan will greatly affect a few different aspects of your event:

 Flow of traffic
Think about the flow of traffic through your event. The kind of flow you'll want will
be different for each event. What areas will be high traffic at the event? Is it registration? Is
it auditorium doors? Keep this in mind when choosing your venue, realizing that how you
setup the tables and decor will greatly affect this as well.

 Event activities
If you want to have keynote speakers at your event, you'll either need a stage, or a
spot to place a rented stage. Will you need a demo area? Will there be a bar?

6. Ambiance
Pay special attention to the existing decor inside the venue. What style is the
architecture and what does the building's interior convey? you're holding a gala, you'll likely
need different venue accommodations than you would for an expo. The less the ambiance
matches the desire feeling of your event (upscale, high tech, etc.) the more decorating your
need to do to make up for it.

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7. Insurance
According to BizBash, some venues won't even do business with you if you don't have
insurance. There are several venues that require a certain amount of liability. Typically, you can
ask your general liability insurance agent for this endorsement for your event. It is also a great
idea to START EARLY in planning to have this added as well as to have all of the wording
required, address, etc., prior to contacting your agent.

8. Accessibility
Accessibility refers to the possibility that everyone, especially those with special needs,
can access the building and its amenities. Before you can answer this question, you'll need to
understand who your attendees are and what their needs are.

You'll probably know whether there will be children at your venue, but you may not
know if there will be individuals with other special needs. In this situation, reviewing recent
events hosted by your organization may give you a sense of this.

9. Acoustics
Have you ever attended an event at a venue that was so loud, it was hard to hear others,
causing you to strain your hearing and lose your voice, all in one night? That's caused by poor
acoustics. Acoustics is just a fancy word for how sound travels through the venue. A low ceiling
will make the venue seem cozy, but it will make it louder if it's packed. Alternatively, a large
warehouse-style venue will result in echoes, or what architects refer to as "reverberation"

10. Cost and Flexibility on Event Date

Being flexible on the event date can be a great way to negotiate with venues. They may
have open dates on their calendar that they want to fill by providing 2-3 date options, you are
more likely to get discounted pricing.

Although, acoustics aren't the be-all end-all of your event, there are things you can do
to improve them such as making good use of patios outside the venue or as Armstrong Ceilings
states in their article written clouds or canopies. for the American Institute for Architects
website, you can use acoustical clouds or canopies.

How to Search for a Venue

Finding the right venue for your event can take up quite a bit of your time. Thankfully there
are a few shortcuts to help you save time:
 Contact the area's local Convention & Visitor's Bureau to inquire about venues that best suit
your needs.
 On event listing websites, such as 10 times, eventful, etc., find similar local events to yours and
see where they host events.
 Use an online tool, such as Peer space, Unique Venues, Event Set Up. They help you parse
through the many venues to find the one right for you.

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 SELF CHECK 4.1-1

Questions: Answer the following questions. Write your answers on the space provided below.

A. What are the factors to consider when a planner decides to choose a venue for an event? Cite 10
items.
1. ___________________________________________________________________________
2. ___________________________________________________________________________
3. ___________________________________________________________________________
4. ___________________________________________________________________________
5. ___________________________________________________________________________
6. ___________________________________________________________________________
7. ___________________________________________________________________________
8. ___________________________________________________________________________
9. ___________________________________________________________________________
10. ___________________________________________________________________________

B. What facilities are included in an events venue?

_

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 ANSWER KEY 4.1-1

A. Factors to consider when a planner decides to choose a venue for an event? Cite 10 items
1. Location and Accessibility
2. Parking
3. Capacity of Space
4. Services and Amenities
5. Layout
6. Ambience
7. Insurance
8. Accessibility
9. Acoustics
10. Cost and Flexibility on Event Date

B. What facilities are included in an events venue?

 Sufficient changing areas, showers, sauna, etc.
 Kitchens, canteens and food serving areas.
 Offices or meeting rooms for Media and the Event Staff.
 Telecommunication facilities - telephone, fax, Internet.
 Public address system is available.

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 TASK SHEET 4.1-1
Title: Analyzing venue or site requirements
Performance Objective: Application of significant analytical and research skills to complete the
process of matching an event to a particular site or venue.
Supplies/Materials/ Equipment: Pen/pencil, paper, ruler, eraser/correction fluid, desk table
and chair, learning materials and access in internet.
Steps/Procedure:
1. Each student will analyze event-specific venue or site requirements based on detailed
review of all aspects of the proposed event, including multiple components.
2. Each student will develop accurate and complete venue or site specifications to
facilitate the research process.
3. Each student will integrate needs of all stakeholders, including those with disabilities,
into venue or site specifications.
4. Each student will be given a set of schedules to present in the class
Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 PERFORMANCE CRITERIA CHECKLIST 4.1-1

CRITERIA
YES NO
Did you….
1. analyzed event-specific venue or site requirements based on
detailed review of all aspects of the proposed event, including
multiple components?
2. Developed an accurate and complete venue or site specifications
to facilitate the research process?
3. Integrated the needs of all stakeholders, including those with
disabilities, into venue or site specifications?
4. Present in the class?

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 LEARNING OUTCOME NO. 4.2-1
Source event venues or sites

Contents:
1. Sources/Potential event locations
2. Types of External Providers
3. Arranging external Services

Assessment Criteria:
● Potential venues or sites are researched, using appropriate information sources and
research methods.
● Suitability of venues or sites is assessed based on comparison of services offered with
specifications.
● Need for and the nature of contingency planning required by specific venues or sites are
assessed.
● Venue or site capacity to deliver quality outcomes in relation to customer service,
cooperative management, and past experience is assessed.
● Negotiation and liaising with personnel from potential venues or sites are undertaken to
ensure all event requirements can be met and to address potential problem areas.
● Need for tentative bookings is assessed and prompt action is taken.

● Multiple site and venue selection is coordinated in a logical manner when required.

● Clear and accurate briefings on venue or site options are provided to colleagues and key
stakeholders to include recommendations and rationale.

Conditions:
The participants will have access to:
1. WORKPLACE LOCATION:
- - Circulation Area
2. EQUIPMENT, TOOLS & MATERIALS:
- - Computer with internet connection
- LCD projector
- Sound system
- First aid kit
- Telephone Directory
- Telephone
3. TRAINING MATERIALS:
- Books, Magazines, Printed Materials

Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 Learning Experiences

Learning Outcome No. 4.2-1

Source event venues or sites

Learning Activities Special Instructions

Read Information Sheet 4.2-1 on Source event If you have some problem on the content of
venues or sites the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.
Answer Self Check 4.2-1 on Source event venues Compare your answer to the Answer Key 4.2-1
or sites on Source event venues or sites.

Perform Task Sheet 4.2-1 on Source event While performing the task for this module.
venues or sites Your Trainer will evaluate your performance
using Performance Criteria Checklist 4.2-1 on
Source event venues or sites.
After doing all activities of this LO, you are
ready to proceed to the next LO on Confirm
Venue or Site Arrangements.

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 Information Sheet 4.2-1
Source event venues or sites

Learning Objectives:

After reading this INFORMATION SHEET, YOU MUST be able to:

 Source Event Venue or Sites.

Introduction

The venue will have certain physical facilities available as standard individual functions
traditionally may require the use of specialized skills of equipment which may not be available within
the organization. So, at this point in time external services will be utilized. Given the nature of the
function department function managers will have strong working relationships with a number of
external suppliers to help meet the requests of clients.

Sources/Potential event locations

There are endless possible event locations which include:

 Hotels
 Resorts
 Restaurants
 Private homes
 Schools, universities and other educational providers
 Meetings rooms
 Banquet rooms
 Convention halls
 Exhibition centres
 Wedding reception centres
 Nature areas including open water, zoos, parks, wineries
 Transportation vehicles - including planes, yachts, cars, buses
 Festivals
 Sporting venues
 Government buildings and civic centres
 Museum

Research into suitable venues and sites

This may include a comparison of internal and external venues. A key is to understand the
purpose and key activities of the event. Some events may be cheaper to be conducted in-house as
meeting rooms do not need to be hired. Whereas others may be cheaper if conducted in an external
environment which is able to provide a wide selection of food and beverage, without needing to rent
equipment and supplies etc.

Finalization of client needs

By having a clear understanding of what the client requires from a venue or location, it
makes it easier to choose a location to meet these needs.
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Negotiation and liaison with site/venue owners or controllers
It is always a good idea to negotiate with different venues which you may be considering to
hold an event. Later in this manual the process or negotiation will be expanded upon. Whilst the
section on negotiation focuses on how can negotiate with a client, the elements that can be
negotiated will also apply it you are the client or acting on behalf of a client. Types of external
providers TON Many functions will require you to use the services of third party, external businesses
to source items and services needed to ensure the successful running of a function. These external
suppliers can vary enormously depending on the type and scale of the function and may include:
 Florists
 Photographers
 Party Hire companies - for trestles, extra crockery, cutlery, glassware, chair covers, seating,
decorations
 Entertainers - bands, disc jockeys, solo performers etc.
 Suppliers of rental technical equipment for audio and visual needs
 Printers - for personalized stationary, menus, signage and decoration needs
 Security agencies - for extra security staff
 Employment agencies - for additional waiting, bar, service and cooking staff
 Business support services - such as interpreters, translators, secretarial support
 Transportation - including chauffers, limousines, private cars or buses for tours
 Clowns and animals.

Arranging external services

When developing relationships with external providers, there are a number of steps that
may be taken including:
A. Sourcing option
Like with any business, different companies will offer different products and services as a
means of identifying their point of difference. Even in similar businesses, such as equipment,
linen or theming hire companies, the actual products the v provide will differ. It is a good idea to
source at least three companies in a similar field to ensure that you have an understanding of a
wide selection of what is available.

B. Liaising with providers to identify and cost necessary items and services
Given that a hotel's relationship with external suppliers will not be a one-off event, it is
important to gain an understanding of what an external provider can provide including:
 Range of offering - selection of products and services
 Pricing structure for each item - including discounts or complimentary additional items
 Service guarantees - what quality and quantity guarantees can they provide
 Availability - how available are items. It is no use choosing a provider, no matter how cheap,
if their items are never available
 Prep-event services - delivery and setting up arrangements
 Event services - what will the company do during the event to ensure its products or
services operate as expected
 Post-event services - take down and removal of items, cleaning etc.
 Billing and payment arrangements.

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 In the eyes of the customer, what is provided at an event, regardless of whether
internally or externally provided, will impact on the reputation of the hotel, therefore it is
essential that external providers are carefully selected.

C. Facilitating access by external providers to venue to enable on-site assessment of

requirements, facilities and demands
Most external providers will need access to a venue before the commencement time of
an event to set up. Likewise, after the completion of a function, they will also need time to take
down, remove and clean the area. DOD It is essential that providers understand:
 What time they have access
 Delivery and parking zones
 Storage areas Commencement and finishing times of the function
 Amount of time allocated after the event for access.

D. Connecting service providers with customer, where appropriate

In many cases functions staff will suggest that external providers correspond directly
with the client because:
 Functions staff do not have the technical knowledge or understanding of what the external
provider can offer
 External providers can explain what they can offer and provide suggestions
 Can remove a level of activity or responsibility from the functions department

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 SELF CHECK 4.2-1

Questions: Answer the following questions. Write your answers on the space provided below. .

A. What venues are potential for events/function? Cite 10 items

1. ___________________________________________________________________________
2. ___________________________________________________________________________
3. ___________________________________________________________________________
4. ___________________________________________________________________________
5. ___________________________________________________________________________
6. ___________________________________________________________________________
7. ___________________________________________________________________________
8. ___________________________________________________________________________
9. ___________________________________________________________________________
10. ___________________________________________________________________________

B. What are the types of external providers that can be hired for event services? Cite 10 providers.
1. ___________________________________________________________________________
2. ___________________________________________________________________________
3. ___________________________________________________________________________
4. ___________________________________________________________________________
5. ___________________________________________________________________________
6. ___________________________________________________________________________
7. ___________________________________________________________________________
8. ___________________________________________________________________________
9. ___________________________________________________________________________
10. ___________________________________________________________________________

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 ANSWER KEY 4.2-1

A.
1. Hotels
2. Resorts
3. Restaurants
4. Private homes
5. Schools, universities and other educational providers
6. Meetings rooms
7. Banquet rooms
8. Convention halls
9. Exhibition centres
10. Wedding reception centres
11. Nature areas including open water, zoos, parks, wineries
12. Transportation vehicles - including planes, yachts, cars, buses
13. Festivals
14. Sporting venues
15. Government buildings and civic centre
16. Museum

B.
1. Florists
2. Photographers
3. Party Hire companies - for trestles, extra crockery, cutlery, glassware, chair covers, seating,
decorations
4. Entertainers - bands, disc jockeys, solo performers etc.
5. Suppliers of rental technical equipment for audio and visual needs
6. Printers - for personalized stationary, menus, signage and decoration needs
7. Security agencies - for extra security staff
8. Employment agencies - for additional waiting, bar, service and cooking staff
9. Business support services - such as interpreters, translators, secretarial support
10. Transportation - including chauffers, limousines, private cars or buses for tours
11. Clowns and animals.

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 TASK SHEET 4.2-1
Title: Source event venues or sites
Performance Objective: Given the following instruction, you should be able to source event
venues or site
Supplies/Materials/Tools: Pen/pencil, paper, ruler, eraser/correction fluid, desk, table and
chair, learning materials
Equipment: Internet Access
Steps/Procedure:
1. Each student will research potential venues or sites, using appropriate information
sources and research methods.
2. Each student will assess suitability of venues or site based on comparison of services
offered with specifications.
3. Each student will assess the needs of events and the nature of contingency planning
required by specific venues or sites.
4. Each student will assess venue or site capacity to deliver quality outcomes in relation to
customer service, cooperative management and past experience.
5. Each student will undertake negotiation and liaising with personnel from potential
venues or sites to ensure all events requirements can be met and to address potential
problem areas.
6. Each student will assess and take the need for tentative and prompt action
7. Each student will undertake multiple site and venue selection in a logical manner when
required.
8. Each student will provide clear and accurate briefing on venue or site options to
colleagues and key stakeholders to include recommendation and rationale.
9. Each student will be given a set of schedules to present in the class.
Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 PERFORMANCE CRITERIA CHECKLIST 4.2-1

CRITERIA
YES NO
Did you….
1. researched potential venues or sites, using appropriate
information sources and research methods?
2. assessed suitability of venues or site based on comparison of
services offered with specifications?
3. assessed the needs of events and the nature of contingency
planning required by specific venues or sites?
4. assessed venue or site capacity to deliver quality outcomes in
relation to customer service, cooperative management and past
experience?
5. undertaken negotiation and liaising with personnel from
potential venues or sites to ensure all events requirements can
be met and to address potential problem areas?
6. assessed and take the need for tentative and prompt action?
7. undertaken multiple site and venue selection in a logical manner
when required?
8. Provides a clear and accurate briefing on venue or site options to
colleagues and key stakeholders to include recommendation and
rationale?
9. presented in the class?

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 LEARNING OUTCOME 4.3-1
Confirm venue or site arrangements

Contents:
1. Price, Timing, Booking Conditions and Requesting the Deposit
2. Steps Associated with Handling deposits

Assessment Criteria:
● Venue or site arrangements are accurately confirmed in writing when the selection process
is finalized.
● Venue or site contracts are reviewed and signed within appropriate timeframes and within
the scope of individual responsibility.
● Specific venue and site planning issues are integrated into overall event management
systems promptly

Conditions:
The participants will have access to:
1. WORKPLACE LOCATION:
- - Circulation Area
2. EQUIPMENT, TOOLS & MATERIALS:
- - Computer with internet connection
- LCD projector
- Sound system
- First aid kit
- Telephone Directory
- Telephone
3. TRAINING MATERIALS:
- Books, Magazines, Printed Materials

Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 Learning Experiences

Learning Outcome No. 4.3-1

Confirm venue or site arrangements

Learning Activities Special Instructions

Read Information Sheet 4.3-1 on Confirm venue If you have some problem on the content of
or site arrangements the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.
Answer Self Check 4.3-1 on Confirm venue or Compare your answer to the Answer Key 4.3-1
site arrangements on Confirm venue or site arrangements
If you got 100% correct answer in the Self -
Check you can now move on to the Task Sheet
4.3-1 Confirm venue or site arrangements
Perform Task Sheet 4.3-1 on Confirm venue or While performing the task for this module.
site arrangements Your Trainer will evaluate your performance
using Performance Criteria Checklist 4.3-1 on
Confirm venue or site arrangements.
After doing all activities of this LO, you are
ready to proceed to the next LO on Confirm
venue or site arrangements.

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 Information Sheet 4.3-1
Confirming Venue or Site Arrangements

Learning Objectives:

After reading this INFORMATION SHEET, YOU MUST be able to:

 Confirm venue or site arrangements.

Introduction

Once a venue is selected it must be confirmed with the chosen establishment. So, all
functions and events require some form of negotiation with the client due to the individual nature of
the occasions and the unique needs and preferences of the client. When these negotiations have
been concluded it is standard practice to prepare written information for the client detailing what
the arrangements are. This provides the client with an opportunity to verify the arrangements and to
add or vary any issues they want to change. This final confirmation also serves to provide a basis for
an original quotation or to prepare a revised quotation based on the changed circumstances that
have been agreed on. Negotiating with clients can relate to:

Price
Price is nearly always an issue when negotiating functions. The client wants the best price
and the venue needs to obtain its identified profit margin. Most venues have set prices for products
and services and there is traditionally little room to maneuver in terms of negotiating price. You may
be authorized to negotiate price where this is specifically identified in your 'scope of authority'. For
example, you may have permission to reduce prices by a nominated percentage (say, 5%) in order to
secure a function. Where you have no such scope of authority your options are limited to referring
the negotiations to management or explaining to the client that your price is your best price'. In
many cases price can often be seen as a 'take it or leave it' situation. Where price is an issue the
primary way of reducing it is to reduce what is to be offered. This may include:
 Reducing courses at a meal - from three to two
 Substituting a less expensive wine for the wines already quoted on Substituting less
expensive menu items into the meal options
 Not including liquor in the function - meaning guests have to pay for their own
 Limiting the time the function runs - which can reduce staffing costs
 Removing a previously identified activity from the function - such as the band or having a
smaller band, entertainment, side tours and other inclusions.

Timing
This relates to price in that some functions may be able to be delivered, a price that suits the
client if the hours or days for the function are reduced. Timing negotiations can also include
discussion and agreement about:
 Days the function is to be held - your venue may be able to offer a belle, deal at a time when
business is traditionally slow
 Timing of guest arrival - staff costs can be reduced by shortening the amount of time
between guest arrival and the start of the function

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  Decisions regarding the timing of activities within the function itself - such as when meals
are to be served, when different courses are to be served when speeches are to take place,
when morning and afternoon teas are lo be served
 Access to the function area for client personnel
 Times/dates by which the event must be finished.

Goods and services to be provided

It may be possible to assist the client by curtailing expenses in terms of:
 Providing their own cake - even though the venue will still charge a fee per person for cutting,
plating etc.
 Proving cheaper dessert items
 Removing the 'pre-event' drinks
 Decreasing the amount, or changing the type of, decorations to be supplied
 Eliminating flowers
 Not including accommodation

Booking conditions

All venues will have specific booking conditions. These will usually appear on the website and
form part of the standard function contract. The condition, will be very specific in what they require
of the client but often these are dilled somewhat to accommodate individual client need and to
ensure the venue secure; the function rather than lose it simply because they refused to be flexible
in meeting client needs or because they were pig headed about insisting every aspect of every
booking condition be fulfilled. Booking conditions may include reference as:

 How long the client has to sign the function contract (7 days is commonly including mention the
venue may sell the dates and time of the functions in another party until the contract is signed
and a deposit paid
 Need for the client to provide information by a set date that has not yet been provided but
which is essential to the planning and preparation for the event
 Need for the client to advise the venue within a set time (48 hours) of any inaccuracies
contained in the contract, running sheet, etc.
 Ability of the client to make changes (up or down) to expected numbers to a given percentage
(say 10%) up to 7 days before the function. Where a decrease in numbers is notified according to
this timeframe the conditions may indicate no penalty applies providing agreed 'minimum
numbers are attained. Where an increase in numbers is notified a maximum number of extra
people may be indicated and there may be mention of the need to move to different rooms
which may necessitate a higher room charge fee
 Payment - this can stipulate how payment is made, dates for payment and how payment can be
made. The conditions may state that where the client requires a credit account with the venue
this must be formally applied for, and that all accounts are required to be paid on 'net 30 days'
terms.
 Cancellation policy - this applies where the total function has to be cancelled and sets out the
percentage refund the client would be entitled where a deposit has been made and the timing
issues that apply (for example, X% refund if cancellation occurs but a lesser percentage if the
cancellation is received after that date). Some venues may base their refund/cancellation

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 statements on 'profit' such as the venue will retain X% (say, 30% of the quoted cost for food and
beverage regarded as being the lost gross profit for the function.

Some venues may be prepared to refund the majority of the monies paid (say 90%) where they
can resell the dates/rooms that have been cancelled
 Right of the venue to make changes - this gives the venue the right 'under extenuating
circumstances' to alter any agreed part of the agreement provided they supply suitable
alternative arrangements
 Force majeure' - most contracts will contain a condition stating that in the event of force
majeure instances which includes things such as riots, war, terrorism, natural disasters, fire the
venue will not be held liable
 Right of the venue to refuse certain activities or individuals - while Equal Opportunity legislation
must be observed the venue will nearly away retain the right to prohibit certain people or
activities on their premises.

Naturally this area is a sensitive one but the venue will often seek to protect its reputation, not
to mention protect its physical assets and staff. other customers, by banning nominated activities.
This means the venue will have: tor example, the rich to refuse to have a certain band play at the
venue it believes that band to be inappropriate: There is usually also some statement reminding the
client that the venue has the right and legal obligation to remove anyone from the premises whose
presence on the premises renders the venue liable to an offense under law.
 Conditions that apply to decorating and using the venue in this will indicate the actions that the
client can and cannot take when they are involve in preparing for the function. Common
inclusions here are that the client cannot stock anything to walls, cannot nail anything in place,
must ensure all items used are safe
 Loss and damage - stipulating the client must accept responsibility for any loss or damage they
cause to the venue
 Check-in and check-out times for accommodation rooms that are being included as part of the
function - this will also extend to bump-in, bump-out times.

Requesting the deposit

It is standard industry practice to request a deposit when the final details of a function have
been confirmed. Every venue has its own policy on the amount of deposit required to secure a
function and this must be strictly adhered to. Due to the nature of the work, preparation and need
to order stock such as food and beverages for a function, the deposit required is commonly
substantial. No function is confirmed until a deposit has been paid. You may have blocked the
required areas for an anticipated function, but it remains 'tentative' until a deposit has been secured
and a contract signed. In practical terms this means a tentative function may be bumped where
another client is prepared to pay a deposit and sign a contract for the same days.

Confirmation - and certainly the contract may be in writing but, again, it is best to
communicate this confirmation at a face-to-face meeting where ambiguities can be cleared up,
explanations given and final changes made.

The face-to-face meeting allows you to pick up on any non-verbal cues that may indicate
hesitance, reluctance or disagreement on the part of the client and address them as appropriate. A
personal meeting also sends the message you are taking this function seriously, and that it matters
to you and the venue.

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 Whilst getting the details finalized are obviously important, it is equally important that you
remain flexible about certain aspects of the function. Naturally, the date and time are fixed, and to
an extent the numbers must likewise be guaranteed - a minimum number is usually required to be
paid for, and numbers above a set figure are required to be paid for at per head. Dates for notifying
final numbers are also immovable when they have been agreed to.

Steps associated with handling deposits

Each organization will be different in terms of the policies and procedures include: to be
followed when handling deposit requests. That said common steps to follow include:
 Requesting deposit payment- this can be based on a standard establishment requirement such
as percentage of estimated or quoted final cost
 Setting date for payment of deposit - this is important as it helps to determine the seriousness of
the potential client and in addition allows a conference department to release a function room
with adequate time to rebook it
 Advising of payment options - many hospitality organizations will have established payment
options
 Charge back to company - this normally requires a credit check to be conducted and also some
guaranteeing method of payment to be recorded
 EFT - this is common form of payment enabling money to be transferred electronically from the
client's bank account into that of the hotel.
 Cash - not a common method but certainly an acceptable option
 Debit and credit cards - these may be processed, either as a pre-payment or a pre-authorization.
This can be conducted face to face when the client is at the establishment or done via email
using appropriate procedures
 Issuing receipt for deposit - this normally accompanies the confirmation
 Recording payment of deposit on internal documentation - normally the functions department
will obtain a record of the payment, either through the financial department or via front office, if
the payment was made face to face.
It is essential that regardless of where and how the payment was received, that it is
recorded on file, normally through the establishment of a house account dedicated to the function.

In addition, it is essential that the functions department is aware of when it Is made, so that
they can issue a receipt in a timely manner and to ensure they aren’t following up a payment which
already has been made

Advising customer of amount outstanding from the agreed deposit amount or for payments
required for external suppliers, this must be followed up according to organizational policy.

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 SELF CHECK 4.3-1

Questions: Answer the following questions. Write your answers on the space provided below.

1. This also serves to provide a basis for an original quotation or to prepare a revised quotation
based on the changed circumstances that have been agreed on
2. This can be based on a standard establishment requirement such as percentage of estimated
or quoted final cost
3. This is important as it helps to determine the seriousness of the potential client and in addition
allows a conference department to release a function room with adequate time to rebook it
4. Many hospitality organizations will have established payment options.
5. This normally requires a credit check to be conducted and also some guaranteeing method of
payment to be recorded
6. This is common form of payment enabling money to be transferred electronically from the
client's bank account into that of the hotel.
7. Not a common method but certainly an acceptable option
8. These may be processed, either as a pre-payment or a pre-authorization. This can be
conducted face to face when the client is at the establishment or done via email using
appropriate procedures
9. This normally accompanies the confirmation
10. Normally the functions department will obtain a record of the payment, either through the
financial department or via front office, if the payment was made face to face.

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 ANSWER KEY 4.3-1

1. Final confirmation
2. Requesting deposit payment
3. Setting date for payment of deposit
4. Advising of payment options
5. Charge back to company
6. EFT
7. Cash
8. Debit and credit cards
9. Issuing receipt for deposit
10. Recording payment of deposit on internal documentation

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 TASK SHEET 4.3-1
Title: Confirming venue or site arrangements
Performance Objective: Given the following instruction, you should be able to confirm venue or
site arrangements.
Supplies/Materials/Equipment: Pen/pencil, paper, ruler, eraser/correction fluid, desk/table and
chair, learning materials and access to internet.
Steps/Procedure:
1. Each student will confirm venue or site arrangements accurately confirmed in writing
when the selection process is finalized.
2. Each student will review and sign venue or site contracts within appropriate time frames
and within the scope of individual responsibility.
3. Each student will integrate specific venue and site management systems promptly.
4. Each student will be given a set of schedules to present in the class.
Assessment Method:
 Oral questioning/Interview
 Evaluation of candidate’s output/s showing documentation and specifications.
 Third-party workplace reports of on-the-job performance by the candidate.

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 PERFORMANCE CRITERIA CHECKLIST 4.3-1

CRITERIA
YES NO
Did you….
1. confirmed the venue or site arrangements accurately confirmed
in writing when the selection process is finalized
2. reviewed and signed venue or site contracts within appropriate
time frames and within the scope of individual responsibility?
3. integrated specific venue and site management systems
promptly?
4. presented in the class?

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