Hello and welcome!
If you’ve ever planned an event, you’ve probably discovered that there’s far more happening behind the scenes than most people realize. From venue contracts and vendor coordination to logistics, staffing, and production, successful events rely on a complex network of people and processes working together seamlessly. Yet for many clients, the inner workings of the event industry remain a mystery until they find themselves responsible for planning an event.
My name is Sarah Hurt, and I’ve spent nearly 20 years owning, operating, managing, designing, sourcing, and consulting on event venues throughout the Washington, DC area. During that time, I’ve had the opportunity to work with thousands of clients, hundreds of event planners, and numerous vendors, production teams, landlords and contractors to create spaces for everything from corporate and media events, exhibits and experiential programs, galas, fundraisers, conferences, TV & film shoots, product launches, conferences, and private celebrations.
One thing I’ve learned over the years is that most people only rent event space a handful of times in their lives. Unless you’re in the events industry, planning an event can feel overwhelming. It can be difficult to understand how venues operate, what questions to ask, what services are included, how to select the right vendors, and ultimately how to ensure your event runs smoothly from start to finish.
That’s exactly why I decided to start this newsletter!
My goal is to provide an insider’s perspective on the event venue industry and help educate clients, planners, organizations, and anyone involved in planning an event. No matter what type of function you’re planning, understanding how venues operate can save you time, money, and unnecessary stress.
Throughout this series, we’ll explore topics including:
· How event venues operate behind the scenes
· How to find the right venue for your event
· What questions to ask before signing a contract, including things like catering, rentals, audiovisual services, and décor
· Understanding venue pricing and fees and what is actually included in a venue rental
· Understanding the differences between hotels, convention centers, private event venues, museums, historic properties, and blank-canvas spaces
· How approved vendor lists work and why some venues require them
· Venue logistics, production, staffing, and operations
· Understanding load-ins, load-outs, and event-day timelines
· Tips for creating a seamless event-day experience and common mistakes to avoid
· How to budget for venue-related costs and avoid unexpected expenses
· Accessibility, parking, transportation, and guest flow considerations
· How venue restrictions can impact event design and production
· Trends shaping the future of event venues and live experiences
…And much more!
I have a genuine passion for creating unique event spaces, and I’m excited to share as much knowledge as possible with our readers.
Thank you for joining me for the first edition of Venue Insider. In future issues, we’ll continue exploring the world of event venues and share practical insights to help you make informed decisions throughout the planning process.
Until next time,
Sarah Hurt
Founder, Brick & Mortar Venues