Grundon
Event Insurance Services
The Stage Bus
ID&C
 

The key questions you should ask before committing to a venue for your event

After choosing the most suitable venue to host your event, the temptation might just be to throw down a deposit without considering some very important questions that you need to ask the venue first. Emma Little, Founder and CEO of ExecSpace, one of the UK's leading venue finding agencies, has… outlined a number of key questions that event planners should ask before committing to any deposit or signing a contract.

1. What is the cancellation policy? Cancellation terms and conditions can vary enormously between venues so it is fundamental that you do your homework here and get a clear overview from the outset of how any unforeseen circumstances resulting in cancellation could affect your bottom line.

It is also worth asking the venue if there is any opportunity to resell the space if your event needs to be cancelled. Ensure that this has been discussed and covered in your contract as you may be able to protect yourself if the venue/dates are able to be used by another event.

2. What happens if you don't secure the attendance figures that you are looking for? Most venues charge based on a minimum spend or amount of attendees but this can be very difficult for an event planner to gauge, as event turnout is notoriously unpredictable. Be sure to discuss minimum spend and the financial consequences if you don't achieve this.

3. What is included in the booking price and do you have the freedom to bring in external suppliers if you so wish? It may be the case that the venue you have chosen meets all your expectations in terms of catering and equipment available but in some instances, you may be looking to add something a little different to your event. Some venues will be willing to accommodate input from external suppliers but it's important to have that conversation when you are discussing exactly what your venue-booking fee does and doesn't cover. Don't take any of these details for granted.

4. Technology - Who is responsible for this and what's on offer? Most venues will include Wi-Fi, AV, lighting and presentation facilities and these will be marketed to you as part of the booking process but it's really important not only to ask what is included in the booking price but also who will be responsible for getting that technology up and running on the day.

All too often, there will be technology available for use but no one there to help you set up. With all of the other things going on as part of your event, it's a good idea to make sure you have the contact details for the venue tech support and their assurance that they will be on hand to help you with any hiccups.

5. Pre and post event access - Make sure you have enough time! - The event itself is the culmination of all of your hard work but as we know, a great deal of time and effort goes into setting up the event ahead of your guest's arrival. Make sure you discuss access times with your venue and ensure that they are able to offer you enough time both pre and post event to get everything in order. There is nothing worse than racing frantically to prepare for an event because you haven't been given enough venue access time.

Read more

Get ahead this summer with ExecSpace

Get ahead this summer with ExecSpace

With summer just around the corner, it's important for meeting and event planners to start thinking ahead in terms of their seasonal venues choices as the summer months provide a great opportunity to utilise the benefits of the better weather and outdoor venue options.

It's a well-known fact that office… workers are spending too much time sitting down at their desks, so this is the perfect time of year for businesses to encourage their clients and teams to get outside more.

Working in outside spaces can inspire creativity in employees and event delegates as it not only cultivates better mental health, but it has also been scientifically proven that nature has a calming effect on the mood and generates endorphins.

With this in mind, ExecSpace has put together a list of some of their favourite venues in the UK, that offer impressive meeting facilities, as well as a chance to get outside and explore.

Regent's Conferences & Events, London - Situated in London's peaceful Regent's Park, just minutes' walk from Baker Street tube station and the West End, Regent's Conferences & Events offer beautiful outdoor spaces and an affordable range of attractive meeting and function rooms. With ample space to accommodate up to 1,200 guests, this is genuinely a show-stopping space.

Edinburgh Grand - A new addition to Edinburgh in a famous ex-bank building, The Edinburgh Grand offers three impressive event spaces. The Penthouse boasts unrivalled views of the city and is an ideal location for a party that aims to impress. An expansive contemporary kitchen, dining and comfortable seating area makes it the perfect place to gather whilst the immense glass backdrop and giant wrap-around outdoor terrace space will take your social gathering to lofty heights.

The HAC, London - Located just a stone's throw from Moorgate and hidden away in a quiet location unseen from City Road, the HAC, with its five-acre garden, is an oasis of green in a City of glass and steel. Armoury House features a variety of elegant, high-ceilinged rooms including the lovely Long Room, which is richly decorated to reflect the HAC's long and distinguished history. The Long Room can be hired in the evenings for dinners and receptions.

Edinburgh Zoo - Mansion House - With a wide range of rooms situated in the middle of the beautiful zoo gardens, planners will not only impress their delegates but also ensure they have a relaxing and enjoyable experience. There is also the option to combine business with an exciting animal-related experience on offer from the Zoo Education staff.

De Vere Cotswold Water Park, Gloucestershire - Nestled at the edge of the beautiful Cotswolds, within 56 acres of scenic countryside, this impressive venue is proof that business can be mixed with pleasure. The conference venue has a private lake, nature reserve and woodland. It also offers a scenic retreat from the distractions of the world outside.

https://execspace.co.uk

Read more

Fast blossoming JAR Site Solutions

Fast blossoming JAR Site Solutions

A family-run firm is fast blossoming into a UK industry leader - after crowning their first full year of operating with an invite to share in Meghan Markle and Prince Harry's Royal wedding.

JAR Site Solutions was formed by husband and wife team Jon and Alisha Riches in August 2017, drawing… on Jon's 20 year experience in security and construction projects.

But 2018 beat all their expectations as they ended the year by forming an official business partnership with their local Premier League football club, Crystal Palace FC.

And they were proud to be asked to assist officers on 19th May with a 50-plus strong security team supporting Thames Valley Police near WindsorCastle.

After setting up the previous autumn and joined on the exciting journey by many loyal clients, JAR Site Solutions started 2018 working at the London Stadium on a West Ham match, along with concerts at The O2 and a Private Boat party in Central London.

Founder Jon Riches, 46, said: "From there, we never looked back.

"Events came in thick and fast throughout the year, with the highlight being stood in Windsor with over 50 staff, supporting the Police at Prince Harry's Wedding.

"It was amazing and we as a company felt honoured to be there and help ensure a safe and enjoyable day.

"It was a hugely proud moment for all of us and experience I know my staff will never forget."

However, the firm have also been thrilled to work on many smaller events across London including the 'Jerk Cookout' in Croydon, their local town.

That project typified the close working, idea-sharing relationship the firm always encourage with all their clients - big or small.

Explaining the process on that job, Jon revealed: "Work started early, with meetings with the organiser to ensure we completely understood what he wanted us to achieve.

"Risk assessments and an event safety plan quickly followed, along with various SAG (Safety Advisory Group) Meetings.

"Eventually at the end of July the eagerly awaited event day came - but typical for the UK at the height of a scorching summer the heavens opened!

"As we plan for every eventuality this failed to deter our security team who clicked into action.

"We deployed several SIA (Security Industry Authority) staff and safety stewards on gates, checking tickets, bags searching etc, along with a five-man response team patrolling the inside of the event footprint.

"We are delighted to say the event was a huge success for the client and hats off to them for creating a wonderful day, and our staff for ensuring a friendly and safe atmosphere."

Both Jon and wife Alisha are licensed security operatives themselves, so love working on the ground leading their teams on many of their jobs.

Jon added: "We ended the year having over 200 staff managing partygoers at the London Eye seeing in New Year at the live, televised firework and music event.

"It was a great way to end our first full year and felt fitting that of course we were both there on the ground as usual, working alongside our crews.

"We can't wait to expand the business further and explore new opportunities with our amazing clients in 2019!"

Sales Contact: Jon Riches (Managing Director)
Tel: 0203 867 1621

Read more

Event Promotion: Fireworks poster or Facebook post?

Event Promotion: Fireworks poster or Facebook post?

Find out whether a Facebook post outperforms a printed poster for community events with the latest Fireworks event report from TicketSource.

Over 60,000 customers were quizzed on their purchase habits for 160 Fireworks Displays across the UK. The report published by TicketSource.co.uk includes stats for online, in-house and telephone sales made… across the UK. While marketing predictions for any single event might be different, the report has sampled events both large and small for a broad industry analysis.

The report predicts the Friday 5th October to be the best time to start marketing efforts - with over 50% of sales last year being done before 1st November and 92% of all sales reported being completed online. But should event promoters focus on Facebook posts or Flyers/posters?



Posters and flyers are still a heavy influencer but Facebook/Twitter are catching up fast. With the use of mobile devices and social networks growing, it's important that all event organisers straddle the trend: With one foot in the digital world and the other in reality.

But the real surprise is the number of people that still rely on friends/family to research events - with a huge 38% of purchasers referred by people they knew. That's more than posters & posts put together!

Head of Marketing at TicketSource, Terry Rosoman, had this to say on the emerging trends: 'Crowdsourcing is nothing new - but this data highlights how much people still rely on their community for recommendations. People they know and trust. This is even visible online, with networks like Facebook and Mumsnet that are littered with people seeking recommendations. The trick to running a really popular event is to not just turn heads - but to get those heads talking.'

Download a full copy of the report here:www.ticketsource.co.uk/blog/fireworks-event-report-2018

TicketSource is the UK's leading online event ticketing company for local and community events. They're ranked as one fastest growing companies in Wales for 2016 and 2017. TicketSource.co.uk is also featured in Amazon.com's top 100k sites on the worldwide web.

Tel: 02920 713 203 Email: liam.martin@ticketsource.co.uk

Read more

Gala Tent Pledges Support For Charity That Inspires Entrepreneurs

Gala Tent Pledges Support For Charity That Inspires Entrepreneurs

Leading marquee and gazebo designer and manufacturer Gala Tent was proud to sponsor the Peter Jones Foundation Enterprise Shoot Challenge recently, a fundraiser which raised £157k for Enterprise Education for young people.

Gala Tent's branding and print division Gala Graphics designed and printed gazebos, pop up banners and feather flags for… the event, which was held at The Royal Berkshire Shooting School in Reading and attended by over 100 delegates. The event included a clay pigeon shooting competition, followed by champagne reception and auction of a number of 'money can't buy' gifts to raise funds for the charity.

Glen Robinson, Managing Director of Gala Graphics, said: 'It was fantastic to see our gazebos, banners and flags and to be involved with such a high profile event that does so much good for young people.'
Gala Tent has been involved with the Peter Jones Foundation since 2011 when the National Enterprise Academy was established at Sheffield college, offering 16-18 year olds the opportunity to undertake a one year BTEC Diploma in Enterprise and Entrepreneurship, as part of the Peter Jones Enterprise Academy.

Jason Mace, Managing Director of Gala Tent, said: 'It was a real privilege to sponsor this event which raised so much money for Enterprise Education. I am passionate about helping the next generation of entrepreneurs and working with the Peter Jones Enterprise Academy at Sheffield College was something I have found really rewarding. There are some very enterprising young people in South Yorkshire and the Diploma gives them an even better chance to achieve their dream of running a successful business.'

Over the past seven years, Gala Tent has set challenges for students to create a new marquee and gazebo product range and Jason Mace gave them the benefit of mentoring and coaching to encourage their entrepreneurial skills.

Gala Tent, based in South Yorkshire, is the UK's largest supplier of marquees and gazebos, exporting across Europe and to the US. The company designs and manufactures a wide variety of solutions to suit both large and more compact garden and patio areas. All products are quick and simple to erect and are designed to withstand the worst of the British weather, with selected products tested to withstand up to 80 mph winds.

Founded in 1999, Gala Tent now sells over 15,000 tents and marquees each year, along with around 90,000 event accessories and furniture products in the UK. Gala Tent is a preferred supplier for organisations including the military, NHS, the South Yorkshire Fire & Rescue Service, South Yorkshire Police Service, St John's Ambulance and AA, as well as to thousands of homeowners nationally.
For more details, visit the website www.galatent.co.uk or call 01709 913990.

Read more

Upcoming Events

Tramlines 2019

Fri 19th July 2019-Fri 21st June 2019
Hillsborough Park, Sheffield

Family Fun Garden Adventures with the Very Hungry Caterpillar

Sat 20th July 2019-Sun 1st September 2019
RHS Garden Wisley, Woking Surrey GU23 6QB

Carnivorous Plant Society Show 2019

Sat 20th July 2019-Sun 21st July 2019
RHS Garden Wisley, Woking Surrey GU23 6QB

Walkies at Wisley

Wed 24th July 2019
RHS Garden Wisley, Woking Surrey GU23 6QB

View all upcoming events