CHOOSING AN EVENTS VENUE

IN CHINA THE GUIDE TO

EVENTS

AVOID ‘GOLDEN WEEKS‘

It is impossible to get anything

done during these festivals:

•  every hotel is at full capacity

•  everyone is short-staffed

•  everything costs more

Also, production is a challenge

as the following all shut down:

•  factories

•  print shops

•  embassies

•  customs houses

1

FOLLOW THE NEW MONEY

Five stars can mean dramatically

different things depending on

where you go.

New hotels (built since 2008) in

China are among the best in the

world. Focus on age and location,

rather than how many celebrity

chefs a hotel has.

2

LOOK AT THE BIG PICTURE WHEN NEGOTIATING

Negotiating on overall price

with a conference venue is

easier than haggling over

individual or more creative

elements of your event.

Make sure you explain your

ideas carefully.

3

UNDERSTAND THE HIERARCHY . .

Venue operational staff in China

will assume your event fits their

standard template.

Find out who is at the top of the

chain of command – they may

need to agree to anything that

deviates from ‘usual’.

4

APPOINT A PRODUCTION COMPANY BEFORE CHOOSING THE VENUE

You need someone local to fight

your corner when you are back

on the other side of the world.

The distance, time difference

and cost of flights can make it

difficult to return to the venue

between your initial site visit

and the event.

5

THINGS TO LOOK OUT FOR ON YOUR SITE VISIT...

Pay special attention to:

•  signage requirements

•  location of fire exits

•  fixed lighting

•  height of ceilings

•  rigging points

Take photographs of

anything and look at any

extra spaces you might

need later for a drinks

reception, press room,

speaker lounge etc.

6

BE WARY OF ‘YES‘ - BE CLEAR . ABOUT WHAT YOU WANT .

Although their English is better than

your Mandarin, most venue staff would

rather say yes than offend you by

admitting they don’t understand you.

•  Use clear language

•  Be patient

•  Put things in writing

•  Ask unambiguous questions

7

A LITTLE PRAISE GOES A LONG WAY

You should always treat everyone

you work with well, but as venues

and suppliers in China don’t court

approval or feedback, be the first

to volunteer it, thanking individuals

and copying in their superiors.

8

THE GUIDE TO

EVENTS

For more information, visit www.guideto.events

Photography credits: Robert Ennals Alex Vail Troy Howard Nick Tan Japanexperterna.Se Habrda