What technical points should you check at an event venue?

Before you book an event venue definitively, you want to know whether your plan can be carried out technically. The most important points to check are: power supply, load-in route and lift, blackout, acoustics, internet, ceiling height and what fixed facilities are already present. A room that looks stunning can still be difficult if the power is limited or if you cannot load in properly. Below you go through each point and exactly what to look for.

Power

Technology runs on power, and more technology requires more capacity. Check not only whether there are sockets, but how many circuits are available, how heavily they may be loaded and where they are located relative to your setup. A stage far from the nearest power point calls for extra cabling and planning.

Also ask whether there are peak moments when other equipment in the building draws a lot of power, such as kitchens or climate installations. In older buildings the capacity is sometimes tighter than you would expect, and you would rather notice that in advance than during the build.

Load-in route and lift

The load-in route determines how smoothly the build goes. Walk the route from the spot where you can park the van to the room itself:

• Is the route on one level or are there stairs in between?
• Is there a lift, and if so, how big and how heavily can it be loaded?
• How long is the walking route and are there narrow doors or sharp corners?
• Are you allowed to park at the loading and unloading spot, and at what times?

A staircase or a small lift makes bringing everything in considerably slower, which in turn affects your build time and planning. Parking restrictions in the city can also put pressure on a tight schedule.

Blackout

For a clear image on a screen or projection, the amount of incoming light is decisive. Check whether the room can be blacked out and how. Are there curtains, shutters or another way to keep out daylight, and do they work well? A room with large south-facing windows and no blackout gives a washed-out and poorly readable image during the day.

Also watch for light you cannot simply switch off, such as emergency exit lighting or light from an adjacent space. That is there for safety reasons, but it is good to know where it falls so you can tune the image setup to it.

Acoustics

The acoustics determine how intelligible your speakers are. A room with many hard surfaces, such as glass, concrete and stone, reverberates and makes speech harder to follow. A room with a lot of soft material, such as curtains and carpet, sounds drier and calmer.

You do not need to be an acoustics expert to assess this. Clap your hands in an empty room and listen to how long the reverberation lingers. A long reverb means you need to pay extra attention to the sound setup. Also ask about noise from outside, such as traffic or an adjacent room, that could interfere during your event.

Internet

Internet is indispensable as soon as you stream, make an online connection or use interactive tools. Check whether a wired connection is available with a guaranteed upload, separate from the wifi the guests use. Shared guest wifi is too unreliable for an important stream, because the speed collapses as soon as the room fills up with phones.

Ask for the contact person who manages the connection and always arrange a backup in case the fixed connection falters. Test the connection on the day itself, not only once the audience is inside.

Ceiling height and sightlines

The ceiling height determines how large your image can be and whether it is still visible at the back above the heads of the audience. A low ceiling limits the projection size and the room to hang screens or lighting. Also look at obstacles such as pillars, beams or lamps that block the view of the stage, and at whether the audience at the back has a clear line of sight.

Fixed facilities

Finally, map out what is already there. Some venues have a fixed sound system, built-in screens, a projection screen or fixed lighting. These can be usable, but not always, so check their condition and possibilities. Knowing what is in place prevents double work and helps you choose the additional equipment in a targeted way.

Checklist for your venue inspection

• Power: number of circuits, load capacity, position and peak use
• Load-in route: stairs, lift, distance, doors and loading times
• Blackout: curtains or shutters and non-switchable light
• Acoustics: reverberation and noise from outside
• Internet: wired connection with guaranteed upload and backup
• Ceiling height, sightlines and obstacles
• Fixed facilities and their condition

Ideally go through these points with a site visit, because you only see many details on location. Not sure whether a room fits your plans? Let HuurAV take a look with you, and together we will assess whether the venue is technically workable before you sign.