Location

As with dates, this is another item that is on a first come first serve basis. That's why with off dates locations that may be booked Saturday might be free Friday or even more likely during the week.

Choosing a location may sound fun, but a location can make or break the event. Even though a place may be cool to have an event, it could cost you in other ways. *Please see the break down below*

 

Space - Will the space hold the amount of students plus staff and techs? You do not want a room that can only hold 300 and your having 400 that are going to attend. The fire department will shut down your event.

Does the space have enough room for a dance floor, DJ/ Band/ stage, lighting/ sound / video rig ( if any), tables, chairs, food, props, so on?

 

Pictures - Always try to have photos taken in a different room then the event room. The photo company will love you for it and so will the lighting and video crew. Because of the big difference in lighting between photo and the event room, the two do not mix. You don't want a line for pictures going through the event space nor a light beam hitting you as they take your picture.

Side Note : If you're hiring out video companies just to film the event, consider that they may bring in a light boom for their camera. This is bad if you spend alot of money on the lighting and or video production for the room. Because their camera needs alot of light, the light boom will wash out alot of the effects you spend money on. If the company said its a must have, then I would not spend money on the lighting, because it will go to waste. Lighting needs a semi-dark room to get the effects. Most of the time they will have lights on their cameras which is fine, just let them know that you spent good money on the light / video show and to not over use the camera light on the dance floor all night. Now depending on the camera used, it may not need a light for the dance floor, our camera "A" packages do not need the extra lights, but they do cost a bit more. Its all a give and take, but do let the lighting/video company know before hand if another video company is coming in, so that they can both work things out and make your event the best.

 

Parking - This can be a headache if not taken care of before hand. Resorts and ballrooms have parking, but you will run into locations that parking does not exist or it's first come first serve because a nightclub down the street has the right to use the lot after 7pm, be aware of those circumstances. Please remember your vendors, vendors work hard to make your events the best, the last thing we have time to worry about is parking our trucks and vans. Talk with the location about truck parking and loading docks, alot of times they will need a time line of who needs the dock. Please talk to your vendors about what trucks they will bring and about their crew parking.

 

Catering - We do not do catering so I can not say what to look for. But I can let you know this, when placing your food tables remember to light them a little bit. Let the lighting company know how many food, drink, sign in, and other tables you want to be lit. The last thing you want is to be looking at a dark table wondering what you're getting to eat. Plus the caterers will have big smiles when their food is lit.

 

Load In and Out Times - When can the vendors start loading in? This is a big one to know right away, and if you have a large production, it will take all day to set and hours to tear down. If there is only a few hours to setup, then I would not go with a large production. But every production is different and it goes back to budget, if there is a very large budget, you can get things done that you thought weren't possible.

The best thing to do is to talk to each vendor and find out the time it will take them before signing contracts with the location.

 

2nd floor - Anything above or below where the vendors load in/out makes more work for all, and may cost you in the long run by paying for more labor cost just to get the equipment from point A to point B. When looking at these rooms, please think about "How do I get the equipment to this room?"

If equipment must be carried up or down any stairs, there will be extra charges for labor for most vendors, and in some cases a limit on what can be done, because of having no access for the big/heavy equipment.

Please tell all vendors on the first call if the room is not on the first level.

Desert MT Prom 05- Arizona Science Center- This part of the prom was on the Fourth Level.

MT View Prom 04 - Tucson U of A Student Union Ballroom- Third Level