Designing an event in a blank space is a thrilling yet daunting task that requires careful consideration, creativity, and strategic planning. While the freedom to mold every aspect of the event may seem liberating, it can come with unforeseen challenges. Understanding what to factor in and who to lean on will help turn your blank canvas into a masterpiece.
Why Design an Event in a Blank Space
You usually get incredible event opportunities when you’re lucky to work with visionary clients like ours. When a valued client wanted to create a custom event in an empty industrial concert hall, we jumped at the chance to transform the blank space.
You might ask why anyone would want to design from the ground up. There are numerous reasons to create from scratch!
Freedom to Design
Creating an event in a blank space is essentially a white canvas. Rather than trying to fit your event vision into the venue’s aesthetics, an empty space will take on your preferred theme.
Industrial Chic
Blank space event venues may not be overly decorated, but they possess an “industrial chic” air that is hard to deny. High ceilings, exposed beams, and metal and wood accents lay a foundation of coolness to build from.
Supplier Freedom
Blank spaces may have more supplier freedom than your turn-key facilities. Traditional ballrooms or restaurants typically require you to utilize in-house catering or onsite suppliers. When working in a unique setting, you may have the ability to tap your caterer, liquor supplier, A/V company, and more.
Now that we understand why, let’s dive into what you must consider when considering an event in a blank space.
Create a Realistic Budget
Creating an event in a blank space requires a thoughtful budgetary framework. Because you are building from scratch, it’s easy for ancillary costs to start adding up. Event planners must carefully allocate resources, considering venue costs, equipment rentals, catering, and other essential elements. Balancing quality and cost-effectiveness is critical.
To help you build a budget, remember to include a few foundational elements that we mention below.
Venue Rental
The foundation of your experience begins with the venue rental. This fee usually includes space rental for a time block (including load-in and load-out). It may consist of basic labor, lighting, and possible rentals like tables and chairs. Understanding what your venue DOES have is essential to determine what else you need to prepare for.
Food-and-Beverage
Include line items for your catering and bar when creating an event in a blank space. A few factors influence the kind of food-and-beverage experience possible within the venue. Every venue will have a different set-up. A full kitchen, partial kitchen, and staging area will impact what kind of meal you can serve. Based on the offering, select a menu that suits a reception, buffet, or sit-down dinner. The bar requires less behind-the-scenes prep than the catering. Some spaces have built-in bars and hold their own liquor license. Your service selections will dictate the amount of space you’ll need for either item.
Décor, Lighting, and Rentals
When developing an event in a blank space, décor and lighting will be your best ally. Because most of these spaces do not have existing decorations or environments, you can turn them into whatever you desire.
Investing in decor and lighting will assist you in transforming the space from drab to fab. Uplights, enhanced linens, and custom centerpieces are a few simple ways to help create a vibe in your space. If your budget allows, adding drape and swagging to the room’s perimeter will completely revamp the atmosphere.
Depending on the venue’s inventory (or the type of event you are hosting), you may need to add rentals that include tables and chairs. These can be as simple as buffet stations or as involved as couch or sofa groupings.
Labor
Your labor is essential to your function puzzle, especially when creating an event in a blank space. Depending on the extent of the décor and rentals, you may need event labor. Your menu and service type will determine your food and beverage labor. Standard food and beverage require TAM-certified bartenders and catering staff. If you are tray-passing drinks and reception canapes, you must also include staff to pass items. If the evening is high-profile, you might hire security personnel.
Entertainment
Entertainment is necessary for an incredible event in a blank space for an enjoyable atmosphere. Music, interactive experiences, performances, or strolling entertainment are a few ways to enhance the evening. Things like staging, green rooms, power sources, and event layout become important considerations when adding entertainment.
Lean on an Expert
Creating an event in a blank space is not for the faint of heart. An empty canvas can be intimidating, especially if you aren’t familiar with the many layers needed to transform the environment. Choosing a trusted partner that helps guide you to the finish line is critical for a smooth ride. Lucky for you, we’re here to help you create a masterpiece!
Feature image courtesy of The Signal
