No one knows the venue better than the venue team themselves. Sharing all the details of your event with them can help ensure that you are not met with an insurmountable challenge.
I was working an event that included using the outdoors of a particular venue. Our parade participants were to gather and depart from that location. I was in speaking with the venue to discuss the drop location for our porta-potties. I casually mentioned lining up our parade participants along the road in front of the building.
She mentioned that the road, just a few meters up from where we were starting, is pretty rough and we may not want our floats travelling over that rough patch.
“Oh and you might want to avoid the building next door in case a farmer drops off a dead cow that day.” What! “Oh ya, it can smell really bad…” What! It turns out that the building next door to where our parade was starting, is where farmers can drop off livestock after it has died so they can determine the cause of death. The farmers are allowed to drop off their livestock at any time and it could very well be the day of our event. What!
Oh my goodness! Can you imagine how horrible that would have been? The smell, the sight…all resulting in the dampened enthusiasm at our event!
Thankfully this property has lots of options for us and we were able to redirect away from that building to avoid any potential dead livestock that day.
So the moral to this story? Talk through your event plans with the venue staff, they just might know something you don’t.