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The world of venues by Ana Fernández - Coggle Diagram
The world of venues by Ana Fernández
Role of the venue in an event
Become the perfect place where the event takes place
Be the scenario where all the parties get connected and were interactions occur
Venues must be
Well equipped and updated
Well connected (transportation)
Provide services of quality
Have a wide range of good suppliers
Be flexible and adaptable to different contexts
Run by Have a very professional, flexible and proactive workforce
Fira de Barcelona clients
Agencies
Corporate departments
PCOs
Associations
DMCs
Institutions
Types of events Fira can hold
Exhibitions and fairs
Congresses
Corporate events
Social events
Spots
Institutional events
General departments of Fira
Administration & Finances
Venue services
People management
International business
Intern business
External business
Legal & compliance
Marketing and protocol
Main services departments of Fira
Gastrofira
F&B Services for Exhibitors & Organisers
F&B Outlets management
External catering management
Build Up by Fira
Stand construction
Stand Design Projects for exhibitors
Servifira
Stand services for exhibitors
Meeting room services for exhibitors
Venue services departments of Fira
Technical department
Security & mobility
Purchasing
Technical & administration support
IT
Operations
Operations team Fira
Venue Managers Office
Hall managers
Venue agents
Cleaning manager
Project managers
National events
International events
Fira's Operation team's duties
Site visit with the client and partners showing the venue and facilities
Definition of the venue services needs according to the event calendar and schedule
Preparation of projects according to the client needs including proposal, budget and floorplans. Once accepted, projects coordination with the parties involved
Calculate the capacities of the halls, conference centres or meeting rooms according to the desired set-up
Understand the client needs to offer and organise the services accordingly, meeting their requests and expectations
Assist with doubts and give recommendation of best practices according to our know-how
Delivery and supervision of services
Coordinate all the suppliers before and during the build-up period, celebration of the event and dismantling. In order to follow the timings and duties scheduled
Budget management and billing: once the proposal are accepted, charge the services to the final invoice through the SAP system and pay the invoices to the suppliers
Resolution of onsite incidences, emergencies, setbacks...
Floorplan supervision and structure supervisions when
having complex structures with the technical department
Prepare and update often the sales documents like pricelists, catalogues and others
Organising an event process
Transfer of all the event info and
agreements from the Sales Team to the Ops Team as well as the contract and special terms and conditions
Site visit with the client and partners
Establish the pricelist for basic services
Advice about the security, H&S protocols and venue technical regulations and supervise it’s fulfilment
Project management of the services requested
Coordinate the venue services according to the event calendar and schedule
Coordination and supervision of
all parties during the build up period, show days and dismantling
Suppliers management and supervision before, during and
after the event
Budget management, billing, preparation of final invoices and suppliers payments
Internal satisfaction survey of the event