The Purple Guide was created by the events Industry forum, in collaboration with the UK events industry, to assist event planners in safely running events.
This guide is intended to direct event planners and suppliers to the practices and issues that must be addressed, for safety reasons, when planning events. All events have their own requirements and needs, so the 34-chapter guide is essential in understanding what should be considered when running a safe and successful event.
Below we have outlined 9 of the chapters that we think are the most important to consider when running an event –
1. Health and Safety
When running an event, you are required by law to comply with health and safety regulations. You are liable to consider the health and safety of workers and the general public attending the event. Other health and safety areas need to be considered in the run-up to and during your event, such as entertainment licensing, fire safety, and sports ground safety, outlined further in the Purple Guide.
2. Planning, management, and risk assessments
Efficient planning is essential for a safe event. It is crucial to create a safety plan and put in place adequate management arrangements to ensure the health and safety of everyone at the event. At all stages of the event, you should continuously assess the risks within your health and safety plan to ensure it is adequate.
3. Venue and site design
You should conduct a site suitability analysis early in the planning process once you have found a venue, including your event type and the number of attendees in that assessment. This should help you create emergency routines and enable you to communicate with key stakeholders such as landowners, local authorities, local businesses, emergency services, nearby businesses, and residents.
4. Contingency and emergency planning
No matter the size of your event, it is important to communicate with the emergency services and other relevant agencies to make suitable emergency plans. It is essential to have good procedures to effectively respond to disruptive influences, health and safety incidents, and emergencies that may occur at or impact an event.
5. Medical
Before the event, a medical staffing plan should be developed to ensure an adequate level of medical, first aid and security staffing available at your event. It is also important to conduct an assessment of the medical and first-aid resources available.
6. Transportation
Creating an internal and, if necessary external traffic management plan can help avoid severe and fatal accidents at your event. It is essential to separate pedestrians from vehicles as much as possible during the event, especially during peak hours.
7. Crowd management
It is critical to ensure crowd safety before, during and after your event, by selecting the proper barrier system or fencing. First, you need to recognize the various types available, their strengths, and appropriate application uses. Then, choose a suitable supplier who will be able to provide all the necessary services required.
8. Waste management
The inability to effectively manage waste at events has direct and indirect consequences such as risks to the health and safety of employees and visitors and risks to the environment. Therefore, event planners need to understand how waste will accumulate and should keep a close eye on this for the duration of the event, ensuring it is disposed of correctly.
9. Safeguarding children and young people
Event planners should be familiar with the local and national child and young people legislation and requirements to ensure that children attending an event are kept safe and free from harm. It is integral to prepare a missing and found child policy and arrange lost and found children points. It is also important to consider providing a meeting point where parents can collect teens at the end of the event.
It is always essential to run an event as safe as possible, and the Purple Guide can help you do so. Its 34 chapters help guide you through some of an event’s most crucial planning areas to ensure things run as smoothly as possible. Each event requires a different emphasis on different health and safety issues, so it is important to review the guide thoroughly, ensuring all areas required for your event are covered; this is just a tool in helping and should not be used instead of the actual guide.
Dallas, Texas, is a fun city to hold an event! This prominent city is known as the home of cultural activities such as art museums, cultural centres, plazas and theatres. Check out our list of Dallas venues that highlight everything that this city has to offer through our low cost and affordable picks!
The Spot Event Venue is a 2254sq. Ft space fitted for a wide variety of events such as gatherings, intimate celebrations, reception, parties and weddings as they provide tables and chairs with every booking. They can also carry out the design of the event for you personalizing the event to meet your needs. Not just that, the venue offers a projector, whiteboard and they have an in-house photography studio.
Location: 2550 Beckleymeade Avenue Dallas, TX 75237, US Capacity: Up to 100 people Price: starts at $100/hour Travel: Greyhound: Bus Stop near Carniceria Azteca
Digital University Studio amenities offer a wide range of versatility for any event. With a flexible floor plan which can include a dance floor, TV walls, DJ decks and lighting equipment. It is the perfect location for parties, conferences and media meetings! Digital University Studio offers packages based on your event requirements.
Location: 605 East Palace Parkway Grand Prairie, TX 75050, US Capacity: Up to 140 people Price: starts at $100/hour Travel: Shady Grove at Story – W – MB near In Motion Trading
Are you looking for an exciting atmosphere and an alternative activity for your event? Stumpy’s Hatchet House Fort Worth-ax Throwing is the place for you. It’s the perfect place to relieve stress and a great way to bond. It is a perfect space for a more relaxed event and can be customized based upon your needs, including tables, chairs, catering and other services.
Location: 824 W Daggett Ave, Fort Worth, TX 76104, United States Capacity: Up to 20 people Price: starts at $160 Travel: College & Pennsylvania near College & Broadway bus stop
Urban Venue has 10000 sq. ft and can accommodate any event preferences you plan, whether it’s a photoshoot, workshop, corporate event, movie night, birthday party or receptions. It features a bright open space that can be sectioned off and is a space that encourages interaction between attendees inside the venue. The venue also offers packages that fit any requirements.
Location: 2260 Monitor Street Dallas, TX 75207, US Capacity: Up to 500 people Price: Minimum price for 100 guests: $ 4,000 Travel: Commerce at Ervay – E – MB near Ervay at Pacific – N – MB
If you are looking for a flexible event space that allows you to take control of your event, Beehive Dallas offers you flexible areas for your vision. They offer four different spaces to serve whatever your preference is, the Deck Meeting Space, Large Event Space, Medium Event Space, Studio, Podcast Studio and Planning Room. With simple furniture and decoration available, it offers space that can be tailored to any event.
Location: 1512 Edison Street Dallas, TX 75207, US Capacity: Deck Meeting Space up to 75 people
Large Event Space up to 200 people
Medium Event Space up to 50 people
Studio up to 50 people
Podcast Studio and Planning Room up to 25 people Travel: Market Center at Industrial – N – FS
The lower level lounge at the Topgolf the Colony is a semi-private event space featuring lounge furniture and various video games consoles, providing you with an event space that gives your guests good vibes in a relaxed atmosphere. This space can be used for private parties, meetings and more!
Location: 3760 Blair Oaks Drive The Colony, TX 75056, US Capacity: Up to 82 guest Price: Starts at $47 Travel: Arbor Creek at Josey – W – FS
A spacious location for all types of events — whether educational, creative or artistic! The wide-open space includes two exterior doors allowing for hassle-free loading and unloading of equipment and set pieces. The space also provides climate control, perfect for a hot Texas summer. It is no doubt a convenient location with adequate amenities. The vibe encourages positive verbal interaction in this space and can be customized according to your preferred setup.
Location: 1337 Chemical Street Dallas, TX 75207, US Capacity: Up to 100 guest Price: Starts at $125/hour Travel: Arbor Creek at Josey – W – FS
Are you looking for a space that fits a smaller group? The Captain’s Club at Legacy offers their high tops space for small gatherings. Great for happy hours and negotiations, with sixteen seats and a long broad table featuring a masterpiece of historical art faces, the wood used for concrete formworks and other high-end designs. You will undoubtedly love the casual feeling this venue gives.
Location: 5840 Legacy Circle Plano, TX 75024, US Capacity: Up to 14 guest Price: Negotiated Budget Travel: Communications at Wate -N-NS near legacy at Lone Star-W-NS Bus Stop
This list proves that you don’t need to have a large budget to host an event in the famous Dallas, TX, US. All you need to do is choose the right venue for your event, budget accordingly, and enjoy!
Are you hearing Request for Proposal or RFP for the first time? We have listed down and explained everything you need to know about requests for proposals and the significance of having one.
What is an RFP or Request for Proposal?
An RFP is a detailed, comprehensive document that describes what product or service a customer wishes to purchase and how bids will be evaluated. RFPs are used when a company knows exactly what it wants to buy and wants to receive multiple offers.
With a proper RFP, you can secure bids from various vendors. These proposals help you compare skills and rates to find the best partner for your project, helping you to consider your options. Specifying the scope of your requests and requesting specific pricing and service information will help potential vendors deliver bids that meet your specifications. When researching each bidder, a well-defined RFP will save you time.
How do you Construct a Request for Proposal (RFP)?
Introduction An introduction is a must at the start of the document. This section of an RFP will include a summary of what the buyer is looking for. It will also frequently have information about the company to provide bidders with context for the project. In addition, information about the company assists bidders in determining whether or not they want to work on their project.
Objectives The project’s objectives are frequently the most crucial part of the document. Expectations must be specific, and goals must be unambiguous. The bidder shall use this section to determine the project’s requirements and estimate the project’s cost and time to completion. If a particular method or task must be followed, it is critical to include it here. If this section is unclear, the resulting proposal estimates may not accurately reflect the project’s scope.
Selection criteria The process for determining how a bidder will be selected is outlined in this section. This section can also include information about the proposed schedule and deadline information. It’s also good to make time for bidders to ask questions about the project.
Project timelines This section explains how long the project will take and any critical deadlines. Bidders will use this information to determine if they can work within your time constraints. The proposal process is outlined in the final section.
What is included in an RFP?
An RFP typically includes information about the issuing company and its lines of business (LOBs), a set of specifications describing the desired solution, and evaluation criteria representing how proposals will be graded. In addition, the RFP usually includes a section called a “service of work” (SOW) that defines the scope of work or service(s) to be provided. This section discusses the tasks that the winning bidder must complete and a timetable for delivering deliverables.
The request for proposal also contains instructions for bidders on preparing the proposal. This section will provide information on the proposal format and instructions on constructing and organizing the RFP response. It is critical to be mindful of maximizing the effectiveness of organizational processes and best practices when writing an RFP and SOW.
Importance of RFP, and who uses them?
An RFP announces the start of a project and invites qualified candidates or suppliers to bid on the work. It also makes the process more competitive, expected to keep project costs low.
A formal RFP may be required in some cases due to the complexity of an IT project. When looking for an integrated solution that requires multiple technologies, vendors, and potential configurations, a company can benefit from various bidders and perspectives requiring numerous technologies, vendors, and possible designs. A company that is transitioning from a paper-based system to a computer-based system, for example, may request bids for all hardware, software, and user training required to set up and integrate the new system.
The ability with which a customer can create an RFP can impact the quality of a bidder’s response and, as a result, the success or failure of the resulting IT solution. For example, when designing and implementing a solution, a bidder may miss the mark if the specifications are vague. On the other hand, excessive details and restrictions limit the bidder’s creativity and stifle innovation. To receive a quality response, businesses must establish clear expectations with vendors.
To Conclude
The RFP process can appear to be complex and time-consuming. However, if you include your requirements in the RFP, finding the best vendor for your project will be much easier. Applying for a project through an RFP can also help you outline all of the benefits your company can bring to a project.
Welcome to the historic and largest city of Italy! In Rome, you will experience tranquillity and luxury as you’ve never before, with its inspired classical architecture and incredible views of venues. Spice up your event by looking at our top affordable picks for the best venues!
Aleph Rome Hotel, Curio Collection by Hilton is a gorgeous historic venue. It offers spaces for event planners who wish to have a classical environment with minimal setup. The event space features a reposeful environment with the finest setup. The hotel features flexible spaces that can accommodate intimate events of up to 100 guests. It also has a Basilio Suite on the fifth floor and features exclusive meeting space for boardroom meetings of up to eight.
Location: Via di S. Basilio, 15, 00187 Roma RM, Italy Capacity: Up to 100 guest Price: Reservation starts at €468 Travel: From Roma Termini – Near Barbirini
Horti Sallustiani is a historic hall and can host up to 48 people sitting and 102 people standing, depending on the event requirements. The building is the last remnant of an ancient park with extensive restoration; it provides an impressive setting for any event. It comes with professional gallery lighting and a versatile setup. Enjoy the ancient ambience as you plan an unforgettable gathering.
Location: Piazza Sallustio, 21, 00187 Roma RM, Italy Capacity: Up to 150 people Price: Starts at €182/night Travel: Near Piave/Belisario Bus Stop
An inspiring environment with a well-equipped space, Impact Hub Rome has a space for you. Depending on your needs, you can simply rent a desk or the entire space. Featuring a modern and warm atmosphere for any event, including a training seminar or a boardroom meeting, this creative and functional space is perfect for you.
Location: Via Palermo, 41, 00184 Roma RM, Italy Capacity: Up to 50 people Price: Starts at €267/month Travel: Near Fori Imperiali Bus Stop
The Hotel Colosseum is a modern space that offers an exclusive panoramic terrace filled with a peaceful and quiet atmosphere. The space can be personalized and arranged in a way that works for your event. Price ranges depending on the number of attendees and is ideal for work meetings, team building activities, or cocktail events with a larger group of people.
Location: Via Sforza 10, Rione Monti, 00184 Rome, Italy Capacity: Up to 30 people Price: Reservation starts at €3103 for 30 adult Travel: Roma Tirmini Bus Stop – Near Cavour/Quattro Cantoni
Based in the centre of Rome, just a short walk away from the Vatican, the Fragrance Hotel St. Peter in Rome offers a minimalist environment to host your event. With beautiful, vaulted ceilings and decorative floor tiling, it provides an impressive backdrop for any event. With spaces to hold up to 30 people, it is perfect for an intimate event or gathering.
Location: Via di Monte del Gallo 36, 00165 Rome Italy Capacity: Up to 30 people Price: Reservation starts at €619 Travel: Near Monte del Gallo
Looking for an event space with a homely atmosphere, look no further than The Beehive. Open since 1999; it offers an area that is casual and colourful, providing a happy space and great atmosphere for a small scale and intimate event. It’s a great space that allows your guests to relax and focus on quality time. Feel at home away from home whilst being immersed in the beauty of Rome.
Location: Via Marghera 8 – 00185 Rome Capacity: Up to 25 people Price: Reservation starts at €95 (Base on Average Rate for Standard Room) Travel: Roma Termini – near terminal A Hop-On-Hop-Off Bus
Looking for an event space to host your business event? Look no further than the Capo D’Africa Hotel. With a curved ceiling and decorative LED ceiling lighting, it provides a professional and stylish environment. The space can accommodate up to 16 people around the board room style table, with plenty of extra space for mingling after the event.
Location: Via Capo d’Africa, 54, 00184 Roma RM, Italy Capacity: Up to 30 people Price: Reservation starts at €1761 Travel: Near terminal Capo d’Africa 34
Stadio di Domiziano is an underground level of Piazza Navona, providing an awe-inspiring event location allowing guests to admire the ancient ruins of the athletic stadium throughout the event. This space holds up to 90 guests and is an amazing space for a sit-down dinner or any other corporate event set in the heart of Rome.
Location: Via di Tor Sanguigna, 3, 00186 Roma RM, Italy Capacity: Up to 90 people Price: starts at €13,00 Travel: C.So Vittorio Emanuele/Tassoni – Near Senato bus stop
Le 7 Fonti is set in a beautiful location surrounded by woodlands creating a relaxed environment for all your guests. The La Limonaia room is a greenhouse-style room allowing vast amounts of natural light into the space during the day. With large wooden tables built around lemon trees, there is very little needed in decoration or set up for an event. It is a great event space for any type of dinner and allows guests to dine under the stars at night.
Location: Via del Prato della Corte, 275, 00123 Roma RM, Italy Capacity: Up to 6 people Price: starts at €1572 Travel: Ss.73 Loc. Le Fonti bus stop – near Amelia Mura bus station
Rome is such a cultural city, and we hope this list of venues helps plan a successful event. With event spaces all over the city, we hope these affordable venues help you with your plans.
Conferences are a big thing for any industry, both literally and figuratively. This is where people in any particular industry, from the experts to the small-time startups and entrepreneurs, gather together. Talks and seminars happen in conferences where they tackle problems and discuss innovations that help the participants. It’s also an excellent opportunity for business leaders to network and meet fellow industry people.
And whether you are planning an IRL conference or a virtual one, as an event planner, there are some things you need to prepare. And not the least of which is a conference pack. While some virtual conferences don’t need to give out these things, many are now planning face-to-face conferences (with some restrictions), for which conference packs are a must. In this article, we’ll be breaking what a conference pack is, why we need to make them, and what should be included in one.
What is a conference pack?
According to termwiki, a conference pack is “generally a comprehensive collection of conference documentation and event materials within a bag, binder, envelope or folder.” In simple terms, it contains important documents that inform the recipient of what the conference is about and what happens during it. These documents include the conference program, maps of the venue or the city, speakers’ notes, and other important information. Since these events are huge and may involve people from different parts of the world, conference packs benefit even out-of-town participants.
Making a conference pack
Now that we know the importance of creating one, we’ll tackle making one. As we mentioned above, a conference pack contains valuable information about the conference for the participant. But aside from that, you may also include a few more items if you can that will bring more value to your kits. The more satisfied your guests are with your kits, the better.
So what should be included in your conference packs? Here’s a list that you can use as a reference or checklist.
Conference program
Name tags
Registration packets
Speaker biographies and notes
Map/s (conference rooms/building/city)
List of participants
Notepads
Pens
Contact information of organisers and emergency services
Promotional items from the host and sponsors
Evaluation form
These are just some items you can include in your conference packs. Feel free to add more or combine some of them into one.
And because they have so much value for the conference attendees, careful planning and packing is a must when making one for your event. Not only that, but a professional-looking conference pack will add to the credibility and authority of those who are hosting it. As well as lets the participants know that the planners are taking care of them. As an event planner, your guests’ comfort and wellbeing should be a priority, right? So keep that in mind when making your conference packs. Cobbling together a kit will lead to a failure of an event.
Tips for putting together an organised conference pack
While you may already know what you want to include in your conference pack, here are some tips to keep them organised and ensure that your kits don’t contain too much or too little.
Folders or binders?
Putting together a conference pack will cost you, especially if your event will have many attendees. Thus, depending on how long the conference will go, you may need to choose where to keep those informational materials. If your event goes for a day or two, folders are a more affordable choice. But if the event goes for longer, binders are ideal as they can keep papers neatly organised and tidy. Don’t forget to include blank paper or a notepad and a pen for the participants to use.
Create a detailed schedule/program
Conference attendees will be referring to the program most of the time. It’s packed with information that includes the speakers’ names, presentations, the time and place of their seminars, and more. Still, the ideal schedule should be concise and only one page. If you need to include more details, they can be contained in other materials within the pack. But once you’re placing the materials in the conference pack, the program should be on top.
Keep the design simple and consistent
Often, simple design is more effective than a cluttered look. So don’t go over the top with fonts and images with your informational materials. Instead, use a simple layout with standard fonts, colours, and imagery. Moreover, keep each document consistent and grouped. For example, speaker biographies should all be in the same format, and you should format the list of sponsors the same way to avoid bias or preference.
Conclusion
The way you present your conference packs and the quality of the prints or other items also brings a message to the participants. It shows your professional attitude towards the industry and how much you value the participants who attended.
The Purple Guide was created by the events Industry forum, in collaboration with the UK events industry, to assist event planners in safely running events.
What is an RFP or Request for Proposal?
Conferences are a big thing for any industry, both literally and figuratively. This is where people in any particular industry, from the experts to the small-time startups and entrepreneurs, gather together. Talks and seminars happen in conferences where they tackle problems and discuss innovations that help the participants. It’s also an excellent opportunity for business leaders to network and meet fellow industry people.