How to create a listing any event-maker dreams of?
Locations are booked for events just as often as for productions. Imagine how many gatherings, meetings, parties, celebrations are held daily in your district? Why not host an event at your space and fill it with the cheerful spirit of a social gathering, lovely celebration or the focused and refined atmosphere of a business meeting? So many opportunities to make extra money quickly and efficiently! If you feel like hosting events is associated with higher risks of damages to the property, unwanted overages and after-event disputes, read this article and get ready to host an event of a lifetime at your location!
What is an Event?
Events can be formal (business meetings, negotiations, business lunch/dinner, conference) and informal (baby shower, party, birthday celebration, wedding), large (conferences, lectures, educational and other activities, forums, big parties and celebrations) and small (family dinner, romantic date), public (for everyone who bought a ticket) and private (for a specific list of guests approved beforehand).
Given the wide variety of events that can be hosted, it is up to you to decide which types of events you are ready to accommodate with a set of custom rules for different types of events.
Not all locations are used for events: they mainly include cozy, hospitable and stylish residences, business halls, lofts, theaters, lecture halls, art galleries, event centers and nightclubs. However, some informal events or art exhibitions/presentations may take place even at underground warehouses, abandoned buildings and industrial facilities. So, any space can be adjusted to the needs of a particular event type - with a little bit of creativity and enthusiasm.
Main components of an Event listing
Depending on the type of event, organizers and planners look for different types of locations. So, it is absolutely necessary to set up the following characteristics of your event space:
> category of the space (residential, commercial, industrial, public, private etc.)
> most distinguishing features (open space, sunlit, large windows, with backyard/swimming pool/rooftop/bar/restaurant/kitchen etc.)
> catering allowed/chef upon request, alcohol allowed or not
> maximum headcount limit/square footage
> main location rules and restrictions
Try to keep the description short and to the point and mention the above characteristics first of all.
What makes the listing ideal for Events?
Hosts achieve success when hosting events if they discuss in advance an event with the renter, covering all minor details. So, to facilitate your communication with potential renters and speed up the booking process, try to think of the most common questions they may have and reflect that information in the description, features and house rules sections of your listing.
In the description make sure to indicate the types of events (activities) your location is available for, as well as the maximum headcount. It is important for all event makers to know if food/alcohol is allowed on site and under which terms. It is recommended to collect security deposits from renters who book locations for events, so leave a note about it in the description in advance.
For event organizers, it is of primary importance to figure out if they can bring their own food and/or alcohol or have to buy it on site. If alcohol is allowed, clarify if an alcohol license should be obtained by the renter.
Another important component of an Event listing is availability of facilities on site: tables, chairs, kitchen utensils etc. Please be specific and indicate the accurate number of tables, chairs, seats available on site, as well as the maximum headcount of guests. All of those can be added to the listing as add-ons.
Please, inform your renters if a site rep/location manager is always on site or upon request. If your location has hidden security cameras, it is necessary to inform renters of that.
Make sure to elaborate on parking options and access installments: if there is an elevator, stairs, handicapped access etc.
Event Rates
Events are usually charged for at a rate higher than the rate for production activities. So, events provide a good chance to make extra money, but imply a stricter control over compliance with the house rules.
If you charge for production, for example, $100/hour, it is reasonable to charge $150/hour for events. Events also allow you to get extra money for providing additional services, such as:
> fully-equipped kitchen that can be used by the guests
> audio and visual equipment for extra charges
> furniture and event equipment upon request (such as tables, chairs, benches, trash cans, microphone)
> catering
> parking (free and paid options)
House Rules
The House Rules section is the most important part of the Event listing, because as experience shows, some events are associated with activities not allowed at certain locations, so it is the host’s responsibility to make it clear for the renter what is (not) allowed on site. Make sure to explicitly specify as follows:
> If alcohol is allowed or not
> If smoking is allowed or not
> Noise restrictions
> Maximum headcount and rate for extra people
> If overtime is allowed, at what rate
> Parking options
> If the renter is allowed to bring their own food/alcohol
> If there is an elevator, how many people can use it
> If early drop offs and late pickups are allowed and if there is an extra charge for such
> Load-in and load-out process
> Restricted areas
> Bathroom usage
> After-event cleaning requirements
> If the location is kids-friendly
> If alcohol license is needed
> What special permits are needed (depending on the type of activities)
> Activities not allowed on site
> Security staff is needed or not? If needed, at what rate?
Scouting
While the term “scouting” is more typical of productions, it is also used in reference to events, when event-makers visit a location before making a booking to evaluate the facilities and accommodations and their convenience for their type of event. We strongly recommend allowing scouting: it helps prevent misunderstandings and confusion, as well as unexpected last-minute cancellations. If you can’t allow free scouting, set up a reasonable scouting fee and send your future renters a custom rate to charge them for scouting and to give them access to the premises before they make a booking so that they can confirm the location meets their needs and expectations.
Tip: Start from hosting small informal events, such as family/friends gatherings, then try hosting small formal events, such as colleagues/business meetings, and only after you have gained enough experience open your house for large celebrations and parties. Be flexible and understanding of the renter’s needs. Don’t get discouraged if your location is not rented by event-makers right away. It takes time, effort and patience, but the more you communicate with potential renters, the more you feel their needs and understand their requirements, thus adjusting your location to the demand and starting to make money successfully hosting events.
Whenever you have any doubts about how to structure your listing, don’t hesitate to contact Giggster’s Hosting and Onboarding team by sending us an email at contact@giggster.com or via the Help Chat on our website. We are looking forward to your successful hosting experience with us!