Road shows are an excellent tool for a company to reach a large audience of potential clients and business partners across the country. As the planner, it’s our job to ensure each show is executed efficiently and professionally. By asking the right questions early on in the planning process, you can prevent hold-ups and potential disasters that could be unavoidable come showtime.
While each road show is unique, there are three recommended questions you’ll most likely need to ask your client and venue when beginning the planning process:
Questions to ask the client
1. How much time is required for setup?
If the setup requirements are extensive, ask the venue to block the event space the day before your event. As a best practice, add this in your venue contract to allow plenty of time for the onsite team to setup.
2. Will you need additional power in the room?
If the client is bringing in equipment, what are the power requirements? These requirements will need to be communicated to the venue to determine the room setup and if additional power drops are required.
3. What are your internet needs?
Adding hardline internet connections is recommended if you will be using multiple devices that require the internet. If adding hard lines, ask the hotel to have these set and Wi-Fi up and running the day before your event for testing.
Questions to ask the venue
1. Do you have a loading dock?
While most hotels and venues have a loading dock for freight deliveries, some older hotels or big city hotels do not. Knowing this in advance is crucial if you are arranging a freight delivery. If your venue doesn’t have a loading dock, you might need to divide your freight into multiple shipments on a smaller-sized vehicle. If you have a large freight shipment, not having a loading dock can have an impact on your budget and your timeline.
2. What about parking?
Since most road shows attract local attendees, many attendees will be driving to the venue. If the venue offers self-parking, ask them to add directional signage from the parking lot to the event space. Leaving your attendees on their own to find their way to your event can create a frustrating first impression.
3. What is your policy regarding outside contractors?
If working with an I&D company (Installation and Dismantle company), be sure to check the venue’s policy on working with outside contractors. Some venues have strict union labor laws, while others may charge a fee to bring in outside help. A best practice is to add a clause in your contract approving your outside contractors.