Scout and select

This article was published in the October issue of the trade magazine "Meetings & Events" published.MK How and where can the search take place?CAROLE RAMUZ As an agency for live communication, location scouting is part of our daily routine. We start the search in our own database. Floor plans, technical specification, size, notes about the collected experiences, character, pictures are stored there. This gives us the possibility to react quickly and specifically to inquiries. In addition, we are constantly contacted by possible suppliers and destination management companies (incoming agencies), visited and informed about news, so that such contact can also be activated.MKWhat do I need to know first?RAMUZFirst of all, you start with the message to be placed. The location is part of an overall concept and must not be seen as a single measure. Everything communicates! The location must serve the purpose of the event. If it is an event with workshops, it needs rooms that allow working groups. The supporting program, such as outdoor activities, concerts or other performances, must also be taken into account. In most cases, various factors have to work together. Here's an example: We were asked in February to find a location in Switzerland at short notice, preferably in the mountains. To achieve the goal of the event, snow was needed. For the invited guests, several hundred overnight accommodations were needed at short notice. In order to test the product, a car racing track was needed in this specific case. In such a request, the locality plays a less central role. More important is the infrastructure, which can also be spread over different locations if they can be integrated sensibly as event elements.MK What location properties do I need to research, what must not be forgotten under any circumstances?RAMUZ As mentioned, the concept plays the most important role. When looking for the adequate location, the travel time, the accessibility and the infrastructure are important. Here, the view of the invitees must also be taken. If the guests come from abroad, a good and fast transfer is central. If the guests are families, the accessibility by public transport is important. If it is an event for people with walking difficulties, the route for wheelchair users is central. During the detailed clarification one checks availabilities/dates. It must also be clear at this stage whether the event requires a set-up and dismantling time. In addition, the budget must be taken into account. When budgeting, it is relevant which ancillary costs are incurred. In the case of the rent, the view for the whole must apply accordingly again. If it is an empty hall, the rent will certainly be cheaper, but there will be a lot of costs for the set-up (from technology to catering). If the event takes place in a hotel, the price can be understood as fully inclusive. The costs for the entire trade (catering, cleaning, technology, decoration, security, etc.) must be known before the definitive selection of the location.MKHow important is the location character?RAMUZEspecially for a public event, besides the program, the location plays an important role for the success of an event. But the location can arouse the curiosity and enthusiasm of the audience - also for corporate events. Or evoke emotions, such as joy, pride and motivation. When looking for a location, there are no limits to creativity. Museums, train stations, means of transport, schools, pop-up locations, farms or temporary places such as tents are possible, interesting alternatives to the classic event location.MK When should I rather rely on a special location, when rather on a conference hotel? RAMUZIf the budget is tight, it makes more sense to book a conference hotel. Also, a conference hotel makes sense if the event lasts several days and the hotel can be booked exclusively for this purpose. Special locations generally require more effort. However, the character of an event can be brought out better because the special location can be tailored exactly to the needs of the event. With a conference hotel, the guest knows what to expect. With a special location, he is accordingly more open to a voyage of discovery.MKShall I look for it myself? RAMUZ Of course, you can search yourself. But it makes sense to place an order if the search is more complex. Most often, you need not only one location, but various locations such as hotels, venue, dining facilities and also logistics elements. It always happens that clients choose the location with the ulterior motive of saving money. This is a pity, because in this way the event has to depend on the location. But it should be the other way around: The location must serve the purpose.

5 location tips from Carole Ramuz