CAST Academy · For partners
Hosting events well as a venue
A venue is more than a space. For every event, you are the host of the client, the guests and every supplier who walks through your doors. Venues that host well get booked again, recommended to friends and trusted by suppliers.
Make the ocular visit count
The ocular visit is often where a client decides. Prepare for it:
- Show the space at its best. Clean, well-lit, with the air-conditioning on.
- If you can, show it at the time of day of their event. A garden at noon feels very different from a garden at night.
- Show a setup example, either a real setup or photos of past events in the same space.
- Walk them through the guest's journey: parking, entrance, restrooms, the holding area, the bridal or VIP room.
- Ask about their event before you talk about packages. The right recommendation depends on their guest count, program and style.
The 360° virtual tour on your CAST profile lets clients explore the space before they visit, so the clients who book an ocular are already interested.
Be clear about house rules
House rules prevent most event-day problems, but only if clients and suppliers know them early. Put them in writing and share them at booking:
- Ingress and egress times, and what happens if suppliers are late or overstay
- Which suppliers are accredited and what applies to outside suppliers
- Restrictions: open flames, confetti, nails or tape on walls, sound limits
- Loading areas, parking and power supply for suppliers
- Overtime rules and charges
Clear rules aren't unfriendly. They help everyone plan.
Coordinate with suppliers
At least a week before the event, share key details with the client's suppliers or coordinator: the layout, ingress times, loading and parking, power outlets and contact person. A short supplier briefing sheet you can reuse for every event saves a lot of calls.
Use a floor plan
A floor plan helps the client, the stylist and the caterer agree on where everything goes: the stage, the buffet, the guest tables, the dance floor, the photo booth. Prepare standard floor plans for each of your spaces and adjust them for each event.
On the event day
- Assign one venue contact person who stays on site from ingress to egress and whom everyone can find.
- Check the basics before suppliers arrive: restrooms stocked, lights working, air-conditioning on, generator ready.
- Help suppliers move in smoothly: open the loading area, point them to power outlets, keep pathways clear.
- Keep an eye on the guest experience: clean restrooms, comfortable temperature, clear directions.
- Handle problems quickly and quietly, working with the coordinator.
After the event
- Do a walkthrough with the client or coordinator before they leave, so any concerns are raised on the spot.
- Return any security deposit as agreed, promptly.
- Thank the client and invite them to leave a review.
- Note what went well and what to improve for the next event.
Keep your profile up to date
Clients judge your venue by your profile before they ever visit. Keep your photos current, especially after renovations. Make sure your spaces, capacities and amenities are accurate.
Quick checklist
- Space prepared and setup example ready for oculars
- House rules written and shared at booking
- Supplier briefing sent a week before
- Floor plan agreed with client and suppliers
- One venue contact person on site all day
- Walkthrough done after the event
- Profile photos and details up to date
In CAST: set up your halls and layouts in Spaces & floor plans.