Difference between revisions of "Logistics:Venue Checklist"

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Ideally, the meeting space offers both a large room where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.
+
=The basics=
  
=In particular, an optimal venue for a participatory event has:=
+
Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.
  
* Capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
+
=In particular, an optimal venue for a participatory event has...=
 +
 
 +
==Open, simple meeting spaces==
 +
* A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
 +
** A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
 
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
 
** An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
* Easily movable chairs: lightweight and not inter-connected.
+
** No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
 +
*** No tables for use with chairs; if space permits, shallow tables around the edge of the room can be good for participants to place belongings and supplies
 +
*** No cords, cables or power strips taped to the floor
 +
** No columns in the main meeting area that block views across the room
 +
* Permission for organizers and participants to reconfigure the space by moving chairs around during the event
 +
** Easily movable chairs: lightweight and not inter-connected.
 
* Ideally 1 breakout space/room per 10-12 participants
 
* Ideally 1 breakout space/room per 10-12 participants
 +
** Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)
 +
 +
==Basic collaboration infrastructure==
 
* Empty/open walls, ideally with permission to use post-it notes on the walls.
 
* Empty/open walls, ideally with permission to use post-it notes on the walls.
* No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
+
* Easels and flip-charts at non-usurious rates.
* No columns in the main meeting area that block views across the room
+
* Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
 +
** Fabric-based pinboards are not useful
 +
 
 +
==Internet and audio basics==
 
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
 
* Wireless internet. See [[Logistics:Wireless Best Practices|Wireless Best Practices]]
 
* Multiple cordless microphones
 
* Multiple cordless microphones
* Easels and flip-charts at non-usurious rates. Some types of whiteboards are also good.
+
 
* Natural light is always a plus
+
==Accessible and inclusive design==
 +
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
 
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
 
* Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?
* Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
 
  
=The following are not needed:=
+
==Flexible dining options==
 +
* Ideally meals happen in a different location than the main meeting room
 +
* Menu should support all dietary needs, including, potentially, vegetarian, vegan, gluten-free, Kosher, Halal, as well as allergies (e.g. peanuts or fish)
 +
* Meals should not require setup/take-down in the main room or in other critical meeting spaces
 +
* Buffet-style or boxed serving is preferred over plated/seated serving
 +
* For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker
 +
 
 +
=The following are not needed...=
 
* Projectors, screens or any other "presentation" technology
 
* Projectors, screens or any other "presentation" technology
 
* A stage of speaker platform
 
* A stage of speaker platform
 
* Any setup or arrangement for "panels"
 
* Any setup or arrangement for "panels"
 +
* Tables for participant laptops
  
=Things to obtain for venue comparison include:=
+
=Things to obtain for venue comparison=
  
 
* A floor plan that shows what space we have to work with, ideally with  
 
* A floor plan that shows what space we have to work with, ideally with  
 
* A link to images of the event space
 
* A link to images of the event space
* Information about building security: do folks have to sign in to enter, is it easy to go outside for a smoke or fresh air, are there other protocol issues?
+
* Confirm hours of access
 +
** Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
 +
* Information about access to meeting space and building security
 +
** Do participants have to sign in or pass through any security to enter?
 +
*** Is any biometric data collected (including pictures)?
 +
** Are there security cameras in the space?
 +
*** If so, where and how is the data stored? How long is it kept, etc.?
 +
** Is it easy to go outside for a smoke or fresh air?
 +
** Are there other access protocol considerations?
 
* Any other venue guidelines, policies or constraints to be aware of
 
* Any other venue guidelines, policies or constraints to be aware of
* Confirm hours of access, and verify that you can be inside at least 1 hour (ideally 2 hours) before event start time and stay up to 1 hour after event closing time
 
  
=Other considerations include:=
+
=Other considerations=
  
* Catering: Can you bring in your own food/catering, or are you obligated to use the facility's caterers? Is there a fee for using non-approved caterers?
+
==Costs and related policies==
* Cost: If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.  
+
* What is the base cost for the venue?
** In most US cities, $20/person/day is a good price for rental, and we've gone as high as $40/person/day.
+
** If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.  
 +
** In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
 +
** Are there taxes or other local usage fees not included in the base cost?
 +
* What kind of deposit is required to secure the venue?
 +
** Are there any situations in which some or all of the deposit would not be returned after the event?
 +
* Are there any fees for internet access?
 +
* Are there any other potential costs we should be modeling or anticipating?
 +
* Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
 +
* Insurance requirements
 +
** Does the venue require any type of insurance coverage?
 +
** Can they provide it (i.e. by adding organizers to their insurance certificate)?
 +
*** If so, what does it cost?
 +
 
 +
* Are any discounts provided to nonprofit/NGO organizations?
 +
* What forms of payment are accepted?
 
* Can supplies be shipped to the venue in advance?
 
* Can supplies be shipped to the venue in advance?
 
** If so, is there any charge for storage or handling?
 
** If so, is there any charge for storage or handling?
  
* Policies on cancellation and reschedule: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalities, and other responsibilities
+
==Catering==
* Insurance requirements: What does the venue require in terms of insurance coverage, can they provide it, and what does it cost?
+
* Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
 +
* Is there a fee for using non-approved caterers?
 +
* Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)
 +
 
 +
==Transit==
 +
* Public transit: how reachable is the venue
 +
* Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
 +
* Bike parking/storage: is there space for bicycles to be parked and locked?
 +
 
 +
==Participant experience==
 +
* Does the space have a “good vibe”?
 +
** Does it feel like a warm and inviting space to meet?
 +
** Natural light is always a plus
 +
** Any potential triggers with the type of space (religious, political, governmental affiliation)?
 +
** Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
 +
* Any potential usage conflicts within the space?
 +
** If other people/orgs will be using the same or adjoining space, consider:
 +
*** Can meeting conversations be overheard by non-participants?
 +
*** Potential noise issues from adjacent meetings (applause, amplified audio, etc)
 +
*** Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
 +
* External noise issues: Additional questions we have learned the hard way to ask...
 +
** Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
 +
** Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
 +
*** It is useful to find out if e.g. a new big building is going up nearby
 +
*** Ask even though the venue is not highly like to know the answer very far in advance :)
 +
** These factors have wrecked events in the past.
 +
 
 +
==Security==
  
* Ask about any potential conflicts within the space. If other people/orgs will be using space and overhearing proceedings, make sure to explore potential noise and resource conflicts (e.g. limited bathrooms or a slow internet connection for the facility)
+
When security needs and event threat model dictate, is the venue willing to discuss and support security needs, including:
* Noise issues: Another one we have learned the hard way to ask even though the venue is not highly like to know the answer this far in advance: "Is there any construction or other noisy activities (tree trimming, etc.) scheduled for the event days?" This would mainly be useful to find out if a new big building is going up nearby. This has wrecked events in the past.
+
* Supporting anonymous/pseudonymous participation?
* Are there security cameras in the space? If so, where and how is the data stored? How long is it kept, etc.?
+
* Genericizing any event signage?
 +
* Limiting access to the meeting room?

Latest revision as of 20:55, 4 July 2023

The basics

Ideally, a suitable meeting venue offers both a large space where the group can meet as a whole, as well as "break-out" spaces, where smaller sets of participants can have discussions and collaborate.

In particular, an optimal venue for a participatory event has...

Open, simple meeting spaces

  • A large, open main meeting space with capacity to seat all participants in a circle, oval or square arrangement of chairs in the main meeting area
    • A simple question to ask the venue is "how many chairs fit side-by-side on the long and shorter sides of the main room?"
    • An ideal main meeting room can support a circle, oval or square for twice the number of anticipated participants. This insures that multiple breakout conversations can be held simultaneously in the main meeting space.
    • No fixed-in-place furniture; collaborative events go better when participants face each other without any furniture between them
      • No tables for use with chairs; if space permits, shallow tables around the edge of the room can be good for participants to place belongings and supplies
      • No cords, cables or power strips taped to the floor
    • No columns in the main meeting area that block views across the room
  • Permission for organizers and participants to reconfigure the space by moving chairs around during the event
    • Easily movable chairs: lightweight and not inter-connected.
  • Ideally 1 breakout space/room per 10-12 participants
    • Breakout rooms should be easy to get to from the plenary space (on the same floor, in the same building)

Basic collaboration infrastructure

  • Empty/open walls, ideally with permission to use post-it notes on the walls.
  • Easels and flip-charts at non-usurious rates.
  • Both wall-mounted and movable whiteboards and pinboards can be useful but are not required
    • Fabric-based pinboards are not useful

Internet and audio basics

Accessible and inclusive design

  • Accessibility: are all meeting spaces fully accessible, in particular for mobility- and vision-impaired participants?
  • Gender-flexible rest rooms: do they have gender-neutral/gender-inclusive/single occupant restrooms?

Flexible dining options

  • Ideally meals happen in a different location than the main meeting room
  • Menu should support all dietary needs, including, potentially, vegetarian, vegan, gluten-free, Kosher, Halal, as well as allergies (e.g. peanuts or fish)
  • Meals should not require setup/take-down in the main room or in other critical meeting spaces
  • Buffet-style or boxed serving is preferred over plated/seated serving
  • For buffet-style or boxed lunches, ability for participants to form multiple queues (e.g. on both sides of serving tables) is a big difference maker

The following are not needed...

  • Projectors, screens or any other "presentation" technology
  • A stage of speaker platform
  • Any setup or arrangement for "panels"
  • Tables for participant laptops

Things to obtain for venue comparison

  • A floor plan that shows what space we have to work with, ideally with
  • A link to images of the event space
  • Confirm hours of access
    • Verify that organizers can be inside at least 1 hour (ideally 2 hours) before event start time and stay at least 1 hour after event end time
  • Information about access to meeting space and building security
    • Do participants have to sign in or pass through any security to enter?
      • Is any biometric data collected (including pictures)?
    • Are there security cameras in the space?
      • If so, where and how is the data stored? How long is it kept, etc.?
    • Is it easy to go outside for a smoke or fresh air?
    • Are there other access protocol considerations?
  • Any other venue guidelines, policies or constraints to be aware of

Other considerations

Costs and related policies

  • What is the base cost for the venue?
    • If you're lucky, you can find a free or cheap facility, but beware, as you often get what you pay for.
    • In most US/EU cities, 10-20 USD or EUR/person/day is a good price for rental, and we've gone as high as $40 USD or EUR/person/day.
    • Are there taxes or other local usage fees not included in the base cost?
  • What kind of deposit is required to secure the venue?
    • Are there any situations in which some or all of the deposit would not be returned after the event?
  • Are there any fees for internet access?
  • Are there any other potential costs we should be modeling or anticipating?
  • Cancellation or rescheduling: if you have to move your event dates or cancel outright, what happens with venue, including deposits, any penalties, and other responsibilities
  • Insurance requirements
    • Does the venue require any type of insurance coverage?
    • Can they provide it (i.e. by adding organizers to their insurance certificate)?
      • If so, what does it cost?
  • Are any discounts provided to nonprofit/NGO organizations?
  • What forms of payment are accepted?
  • Can supplies be shipped to the venue in advance?
    • If so, is there any charge for storage or handling?

Catering

  • Can you bring in your own food/catering, or are you obligated to use the facility's caterers?
  • Is there a fee for using non-approved caterers?
  • Are there any prohibitions on organizers bringing additional foodstuffs (snacks, candy, alternative beverages, etc)

Transit

  • Public transit: how reachable is the venue
  • Parking: Is there parking for anyone who drives, and if so, what is the per-vehicle cost?
  • Bike parking/storage: is there space for bicycles to be parked and locked?

Participant experience

  • Does the space have a “good vibe”?
    • Does it feel like a warm and inviting space to meet?
    • Natural light is always a plus
    • Any potential triggers with the type of space (religious, political, governmental affiliation)?
    • Depending on the season, how does heating or air conditioning work? Can we easily adjust during the meeting?
  • Any potential usage conflicts within the space?
    • If other people/orgs will be using the same or adjoining space, consider:
      • Can meeting conversations be overheard by non-participants?
      • Potential noise issues from adjacent meetings (applause, amplified audio, etc)
      • Resource conflicts (e.g. limited bathrooms, overloaded internet connection, or overtaxed service delivery for the facility)
  • External noise issues: Additional questions we have learned the hard way to ask...
    • Are there any loud external noise considerations, such as traffic, trains or planes passing by outside?
    • Is there any construction or any other noisy activities (lawn mowing, tree trimming, etc.) scheduled for the event days?
      • It is useful to find out if e.g. a new big building is going up nearby
      • Ask even though the venue is not highly like to know the answer very far in advance :)
    • These factors have wrecked events in the past.

Security

When security needs and event threat model dictate, is the venue willing to discuss and support security needs, including:

  • Supporting anonymous/pseudonymous participation?
  • Genericizing any event signage?
  • Limiting access to the meeting room?