TOPIC 3

LOCATIONS
AND
VENUES
MEMBERS:
ESCALANTE, VERONIQUE
PAREL, ANGEL
SAMILLANO, AIZA
 Objectives:
At the end of the lesson, the students should be able to understand the following:

1.Explain what is location and venues

2. Differentiate the meaning of location and venue
3. Understand the right target number of participants that can only occupied based on how big the place
of the venue.
4. Identify what is the locations that usually held convention and conference meetings.
5. The list of locations and venues that can held convention and conference meetings.

3.1 DEFINITION OF LOCATION AND VENUES

A location is a specific place or position

where something exists or is situated. It can be a
physical or virtual space that can be identified by
its unique features, such as its geographical
coordinates, address, or landmarks. In the context
of events, a location refers to the general area where
the event will take place, such as a city, region, or
country. https://techbeacon.com/security/google-tracks-your-
location-even-when-you-tell-it-not

A venue, on the other hand, is a specific place where an event is held. It is a physical space that is
designed or adapted to accommodate a particular type of event, such as a concert, conference, or wedding.
A venue can be indoors or outdoors and can range from small intimate spaces to large stadiums or
convention centers. Venues often have specific features and amenities, such as stages, sound systems,
lighting, seating arrangements, and catering services, that are tailored to the needs of the event.

3.2 DIFFERENTIATE THE LOCATIONS AND VENUES IN CONVENTIONS AND

CONFERENCE MEETINGS

• LOCATION

For a local event, you may be looking for a venue within a reasonable distance from most attendees' homes
or places of work. If many attendees will be traveling from out of town, a venue near the airport or their
hotels will be beneficial. In whichever case, don't forget to consider traffic, transportation, and parking
options.

If you want to reduce the chance for your attendees to be late, provide them with a mobile event app,
which is essentially a standard these days. With maps, driving directions, and parking/shuttle information
at their fingertips, your attendees will feel confident and assured heading into the event. If the venue is
within a large campus or institute, utilizing maps with pinned locations can help a lot. For events with
exhibitions, posters, or parallel sessions, interactive indoor maps will help attendees conveniently
navigate.
 • VENUES

Venues vary greatly in size, style, service, and the types of events they can accommodate. Certain types
of venues offer overnight accommodations, for example, while others focus solely on the event space.
While some venues are flexible, with the ability to accommodate a variety of event styles, others are
designed to accommodate a specific event niche, such as weddings or government events.

3.3 FACTORS TO CONSIDER IN CHOOSING AN EVENT LOCATIONS AND VENUES

• LOCATION

Choosing the best location for your event is important to take into account several aspects. Some of these
may seem trivial, but be careful not to underestimate them, the success of the event is at stake!

In choosing the location of event, there’s a factor that needed to consider:

Site and accessibility.

The location chosen for the event should be located in an easy to reach place for most of the guests and
easily accessible for the means with which they will arrive. Not to be underestimated, for example, is the
presence or not of a parking inside the property in which to keep the cars and from which to shortly access
at the areas dedicated to the party.

Number of guests and total area.

The number of guests at the event is an important discriminant that allows you to immediately understand
how many and which spaces will be needed. The best solutions in fact provide for the organization of
every moment of the event in a different space: from the welcome aperitif to dinner or lunch, from the
cutting of the cake to the party and the final greetings. Each of these must allow guests to socialize and
have fun avoiding crowding, but also excessive dispersion. The total area of the venue, or at least of the
areas dedicated to the reception of events, is therefore extremely important.

Distance from accommodation facilities.

Many exclusive locations for private events offer the possibility of staying in them by reserving some
suites or the entire structure for as long as necessary. However, if the chosen venue does not have rooms,
its distance from the nearest accommodation facilities must be assessed. In fact, guests must be able to
spend the night nearby once the event is over.

Exclusivity
In the case of celebrations and VIP ceremonies in which the privacy of guests is fundamental, it will be
necessary to identify a location that allows it to be used exclusively by guests for the entire duration of
the event.

• VENUES

Many event coordinators struggle to find the right venue for an event despite the number of options to
choose from. While venues are typically the same, they do not offer similar amenities and services. With
this, it may take event coordinators months before finally deciding on the right venue.
It is necessary that you perform oculars and visit the venues to find the best one for you. This will help
you trim down your options until you find the most suitable place that satisfies your requirements. By the
end of this article, you will be able to know which factors are the most significant to you and which are
the least. Here are some of the factors that you should take note of when looking for an event venue.

What are the factors to consider in choosing a venue for an event?

• Location and Accessibility

• Parking
• Capacity of Space
• Services and Amenities
• Layout
• Ambiance

Location and Accessibility

When looking for an event venue, make sure to consider the proximity of the attendees or guests from the
location. If you have no access to the guests’ addresses, you can opt to select a location that is situated in
easily accessible cities such as Pasay in Metro Manila. For an event that expects guests coming from other
countries, choose a venue near hotels.

Before finalizing the location, take note that you must visit the venue so that you can gauge and observe
the traffic situation of the surrounding areas. With this, you can obtain insights that can help you avoid
the pitfalls of choosing a venue that is inaccessible and difficult to get to.

Parking
When you visit the venue, you should check the parking lot and inquire about its capacity. For special
events with esteemed guests, valet parking might be necessary. If there is no parking lot provided, see if
there are any secure parking spaces near the venue.

Capacity of Space
Before you secure a venue, make sure to take note of the guests who have confirmed their attendance.
This way, it will be easier for you to determine the suitable room size for the event. There are event space
providers that offer 95 square meter function rooms that can hold 70 banquet-style table arrangements.
There are also those that provide spaces as large as 400 square meters that can accommodate 300 banquet-
style table arrangements. It all depends on what your event needs.

Services and Amenities

Wide shot of an events space full of tables and chairs

It is a huge plus if an event space provider can offer you special services and amenities. Here are some
questions you should consider:
• Are there any audio and video systems available?
• Will there be baby changing boards inside the female comfort room?
• Will there be a cleaning crew to make sure the event space is clean before and after the occasion?
• Is there Wi-Fi at the venue?
• Is there a kitchen that can be utilized by catering services?
• Will there be adequate chairs and tables to accommodate the guests?
Learning more details about your guests can help you determine the right questions to ask regarding the amenities
and services offered by the event space provider. If there are guests with disabilities, the venue must have a separate
comfort room specifically for them.

Layout
When planning for an event, a few of the things you first need to finalize are the activities and the program
flow. You must align the activities with the layout of the function room. As an event coordinator or
planner, you must be able to forecast the flow of foot traffic at the registration desk, especially at a
corporate event.
Ambiance
Whether you will have an ocular of the venue or simply scroll through pictures online, make sure to pay
attention to its decoration and theme. If you are holding a corporate meeting, the theme of the venue should
convey a professional message. Event space providers will be able to provide you with a function room
suitable for any occasion. They will most likely have a venue that can accommodate everything you need.

3.4 STEPS OF SELECTING THE VENUE

The venue sets the tone for the event, and it can impact the overall experience of the attendees. A poorly
chosen venue can lead to low attendance, negative reviews, and even a loss of revenue. A well-selected
venue, on the other hand, can make an event unforgettable, boost attendance, and generate positive
feedback. Therefore, it is crucial to select the right venue for an event.

Steps of selecting the venue:

1. Define the event requirements: The first step is to determine the requirements of the event. What type
of event is it? How many people will attend? What is the budget? These questions will help to determine
the type of venue needed.

2. Research potential venues: The next step is to research potential venues that meet the event
requirements. This can be done through online searches, recommendations from colleagues, or by working
with an event management company.

3. Visit potential venues: After creating a shortlist of potential venues, it is essential to visit each one to
assess its suitability. During the visit, ask questions about the venue's amenities, capacity, and any
restrictions.

4. Evaluate costs: It is important to evaluate the cost of each venue and compare them to the event budget.
Negotiate the price if possible to get the best deal.

5. Review contracts: Before signing a contract, review it carefully. Make sure that it includes all the
agreed-upon terms, such as the rental fee, cancellation policy, and any additional fees.

6. Book the venue: Once a suitable venue has been found, it is time to book it. Make sure to confirm the
date and time, and pay any required deposit to secure the venue.
3.5 STEPS OF SELECTING THE LOCATION

1. Know your audience

Before you start looking for a location, you need to understand who your target audience is and what their
preferences, needs, and expectations are.

2. Consider your budget

Another factor that will influence your location choice is your budget. You need to have a clear idea of
how much you can afford to spend on the venue and what are the hidden costs involved.

3. Check availability and flexibility

Once you have a shortlist of potential locations, you need to check their availability and flexibility for
your event date and time. You might have a preferred date and time in mind, but you also need to consider
the season, the weather, the holidays, and the competition.

4. Visit the site

The final step before you book your location is to visit the site and inspect it in person. You need to see if
the venue matches your expectations and requirements, and if there are any issues or challenges that you
need to address.

5. Communicate with the venue staff

The last but not least best practice for choosing a location and time for your event is to communicate
effectively with the venue staff. You need to establish a good relationship with the venue manager,
coordinator, or representative, and keep them informed of your event details, needs, and expectations. You
need to ask questions, clarify doubts, confirm arrangements, and request changes if necessary. You need
to be respectful, courteous, and professional, and appreciate their assistance and cooperation. You need to
communicate with the venue staff regularly before, during, and after your event, and provide feedback
and gratitude for their service.

3.6 LIST OF EVENT LOCATIONS AND VENUES

LOCATION: MANILA

VENUES:

• World Trade Center Metro Manila

Boasting a gross area of 33,700 sqm, the World Trade Center Metro
Manila (WTCMM) comprises 12,700 sqm of indoor space and
21,000 sqm of gated outdoor space. The Manila International Auto
Show (MIAS) and the World Food Expo are some of the most
popular events held at the venue. It was also used as the International
Media Center for the Asia-Pacific Economic Cooperation (APEC)
https://www.lamudi.com.ph/journal/12-metro-manila-
conference in 2015. It is located at Pasay. venues-for-conventions-conferences-or-exhibitions/
 • SMX CONVENTION CENTER

A project by local real estate giant SM Prime, the SMX Convention

Center is considered as one of the pioneering establishments in the
country’s MICE industry. Totaling 21,000 sqm of leasable space
that can accommodate up to 18,000 people, it is composed of four
purpose-built halls, five function rooms, and 14 meeting rooms.
This is located at Pasay but it also has branches in some places in the https://www.lamudi.com.ph/journal/12-metro-manila-
Philippines: venues-for-conventions-conferences-or-exhibitions/

- SMX Convention Center Taguig (NCR)

- SMX Convention Center Bacolod (Western Visayas, Region 6)
- SMX Convention Center Clark (Central Luzon, Region 3)
-SMX Convention Center Davao (Davao Region, 11)
- SMX Convention Center Olongapo (Central Luzon, Region 3)

• FILINVEST TENT

Launched in 2012, The Filinvest Tent was built by Filinvest

Land right in the developer’s 244-hectare master-planned
Filinvest City. Spanning 2,000 sqm and can be divided into two
halls, this air-conditioned venue is designed as a canopied
ballroom that can host events ranging from business conventions
to trade fairs and product launches. Along with the two
combinable activity areas, The Filinvest Tent also has a 400-sqm https://www.lamudi.com.ph/journal/12-metro-manila-
venues-for-conventions-conferences-or-exhibitions/
pre-function and registration area, a VIP lounge, a canopied
driveway, and outdoor gardens.
• LE PAVILLON

The 1,500-sqm Le Pavillon is one of two premier event

venues built by local real estate developer Federal Land (the
other being the 300-sqm Le Park). In a theater or classroom
setup, Le Pavillon can accommodate up to 1,500 people. The
tent-like events place is also built with a 250-sqm lobby as
well as a 300-sqm bricked area.

https://www.lamudi.com.ph/journal/12-metro-manila-
venues-for-conventions-conferences-or-exhibitions/
Le Pavillon can be rented as a whole starting at Php120,000 for
up to 700 guests, or as half a venue starting at Php75,000 for a maximum of 350 guests. The tent is fully
air-conditioned, and is also equipped with a full-serviced kitchen, a stage, and dressing rooms.
 • ASIAN CENTER

Established in 1955, the Asian Center is primarily an

educational facility of UP Diliman. It houses the GT-
Toyota Asian Center Auditorium, as well as four
exhibition halls (ASEAN Hall, Philippines Hall, Japan
Hall, and China Hall), all of which can be rented for
conferences, lectures, and art exhibits. The GT-Toyota
https://www.lamudi.com.ph/journal/12-metro-manila-
Asian Center Auditorium has a floor area of 23 by 15 venues-for-conventions-conferences-or-exhibitions/

meters excluding the stage, and a capacity of 460 guests.

• Philippine Trade Training Center

Managed by the Department of Trade and Industry, the PTTC is a

government-owned facility founded in 1987 through Executive
Order No. 133. PTTC is often a training venue that offers various
programs like entrepreneurship, export management, and quality
and productivity. This venue serves as an events place for trade
fairs and other business-related events. PTTC has three Exhibition https://www.lamudi.com.ph/journal/12-metro-manila-
venues-for-conventions-conferences-or-exhibitions/
Halls and a Main Lobby, as well as six seminar rooms.

• AIM Conference Center Manila

The AIM Conference Center Manila (ACCM) is the flagship

conference venue of the Asian Institute of Management, a
pioneering institution on international management education. The
venue sits right inside the campus, and is also built with over 100
guestrooms, making it an ideal venue for conventions to be
attended by frequently traveling businessmen. https://www.lamudi.com.ph/journal/12-metro-manila-
venues-for-conventions-conferences-or-exhibitions/
LOCATION: OLONGAPO

VENUES:

• OLONGAPO CITY CONVENTION CENTER

(SMX CONVENTION CENTER)

SMX Olongapo offers 5 function rooms and 7 meeting rooms,

totaling 2,126 square meters of leasable space that can
accommodate anything from an audience of 2,000 to an
exclusive conference for 10. Located at the fourth floor of the
SM City Olongapo Central commercial complex, the venue
holds to the distinctive values SMX is known for: excellent
location, extraordinary facilities, and exceptional service from its
https://www.smxconventioncenter.com/smx-
team of highly-trained event professionals. olongapo/#overview-2

SMX Olongapo’s 4 purpose-built halls have a total floor area of 9,130 square meters, with a ceiling
clearance of 9 meters and floor load capacity of 250 pounds per square foot, accommodating a wide
range of diverse requirements, from multi-level booths to heavy machinery displays.

LOCATION: ZAMBALES

VENUES:

• Bakasyunan Resort and Conference Center

Bakasyunan Resort and Conference is an ideal venue for

conferences, workshop, seminars and special events.
They can accommodate up to 500 persons. They have a
Conference Hall where can held 300 pax and a Pavilion
where they can hold 150 pax. They’ re all air-
conditioned place and it’s perfect if the participants are
from a distant place because there are so many types of
rooms that they can used for them to get some rest
moreover a place to stay comfortably especially if the https://bakasyunanresorts.com/conference-hall-zambales/

event would held for 1 to 2 days.

REFERENCES/ADDITIONAL RESOURCES/READINGS

The Content Authority (2023): Location vs Venue: How Are These Words Connected?
https://thecontentauthority.com/blog/location-vs-venue?fbclid=IwAR3NrkNTAnV2KfjAE1zzNri_-
Yj7rOVLSs62H1K248UbnreMOpFyykNZ25I#:~:text=Location%20refers%20to%20the%20physical%
20place%20where%20your,actual%20space%20where%20your%20event%20will%20take%20place

Whova (2021): 10 Things to Consider When Choosing your Event Venue. https://whova.com/blog/things-
consider-when-choosing-event-venue/
Campbell, K. (2022): 18 Types of Venues for Every Type of Event.
https://www.cvent.com/en/blog/hospitality/types-of-venues
Salvestrina, V. (2021): How to choose the best location for your special event.
https://geniuseventi.it/imagenius/advice/how-to-choose-the-best-location-for-your-special-
event/?fbclid=IwAR1qHhhyl2zOwqYcTktvd1khHh7PwK-xwo_5T-wiVfSd5rYPR0mAACVLKQE
Cailles, L. (2019): Factors to Consider in Choosing an Event Venue.
https://www.wtcmanila.com.ph/blog/factors-to-consider-in-choosing-an-event-venue/
Ovation Square (): Event Management: Six Steps To Selecting The Venue.
https://www.ovationsquare.com/blog/event-management-six-steps-to-selecting-the-
venue?fbclid=IwAR2bOAf1F_ZLQ4VpQ1S-bdD4tabfl0n-
SyQw4tTU21i1FlmtYcrKe_Okd5A#:~:text=Q%3A%20What%20are%20the%20steps%20to%20selecti
ng%20the,venues%2C%20negotiating%20the%20contract%2C%20and%20securing%20the%20venue
LinkedIn (2023): What are some of the best practices for choosing a location and time for your event?
https://www.linkedin.com/advice/1/what-some-best-practices-choosing-location-
time?fbclid=IwAR0n5aTqi3p-TvjpHJk_JtSD4PYqW7aW7AAIvjIdcn2S7t1vwM79Sxvv4NQ
Lamudi (2021): 14 Metro Manila Venues for Conventions, Conferences, or Exhibitions.
https://www.lamudi.com.ph/journal/12-metro-manila-venues-for-conventions-conferences-or-
exhibitions/
SMX Convention Center (2023): SMX OLONGAPO. https://www.smxconventioncenter.com/smx-
olongapo/#overview-2
BRCC (2023): Bakasyunan Resort and Conference Center, Iba, Zambales.
https://bakasyunanresorts.com/conference-centers-zambales/