Do you know which venue is best for your campaign? Not all spaces suit every vehicle, and while some operators have fair restrictions, others quickly reject the most famous brands! That’s why location planning (and asking questions upfront) is so important.
This guide outlines the 7 essential questions to ask a venue, so you can plan confidently, deal with challenges early, and book the right campaign locations for your brand.
1. Are vehicle-based stands allowed at the venue?
Some indoor venues like shopping centres and train stations may refuse a vehicle-based campaign altogether, while others may allow them with caveats. Vehicle type and size can be an issue, and it makes sense that small venues might say no to double-decker buses and Airstreams.
This often comes down to protecting the space, which may demand a workaround. For example, Battersea Power Station is highly protective of its floor, so you may have to place running boards or fuel-dripping trays to satisfy the owners.
2. Does the venue allow my brand & campaign type?
Some site owners reject certain brands, especially if there’s a conflict of interest. It’s a problem we see crop up often, so you always need to see if your campaign will be a good fit for the location.
Here are some things to consider:
- Rival business might not take kindly to your presence
- You could upset local brands by handing out free samples
- Venues may simply decide your brand’s not suitable
- You may be able to negotiate your spot by changing your campaign
- There are plenty of other great locations to book instead
If you’d like a few ideas, these 5 cities with high-impact event locations could get you started. Don’t see what you need? Don’t worry, we have many other fantastic venues to recommend.
3. What are the venue's access rules?
Access impacts when, where and how you can access the site. Many locations only allow for late night or early morning setups, you may need a banksman, and some places have bollards that block access at certain times. If you forget your access times or get them wrong, you could easily run into problems.
While Promohire provides a driver as standard, gaining access during unsociable times (such as midnight or around 3 am) is only covered by our enhanced logistics service. See our logistics service package comparison to see what’s in each option.
4. What are the venue's power options & restrictions?
Arranging power should be high on your location planning checklist, as it’s key to running a successful campaign. Rules differ between sites, and options include battery, solar, gas and generator power. It all depends on the site’s restrictions, e.g. a generator might not be allowed indoors because of noise or ventilation issues.
If you’re pushing sustainability, why not ask if you can use a lithium battery to power your vehicle? These sustainable power options show that your brand cares for the environment while removing the need for a generator.
5. Does the site supply power?
If a site supplies power, you need to know the details. We suggest asking for a floor plan with plug sockets highlighted, as this will help with your venue planning. If they supply a 3-phase socket, we can provide a splitter box to safely regulate your electrical needs.
Some locations restrict the type of power you can use, and it’s good to know this early so you can book a different site if you need to.
At Promohire, we can make all arrangements so you don’t have to. For more about on-site power, check out the 5 power-related questions to ask a venue.
6. What H&S documentation is needed?
Health and safety are naturally part of location planning, as site owners need to know you’re keeping the public safe. That means ensuring your vehicle and campaign both comply with health and safety rules.
Most venues ask for RAMS documents, which Promohire supplies as standard. These include:
- Planned campaign locations, dates and drivers
- A method statement explaining movement & setup
- A full risk assessment, broken down by likelihood
- Planned control measures to prevent on-site injury
If you’ve chosen a location already, please let us know which regulations are in place so we can tailor the RAMS document accordingly.
See our guide to vehicle health & safety for more info on the most common requirements, from PAT testing to fire and gas safety measures.
7. Are there noise restrictions to consider?
If you’re planning a noisy event, you’ll need to factor that into your venue planning. Site rules vary, and just as a music festival will likely be fine with some noise, owners of a built-up space might take issue. Be sure to ask as many noise-related questions as you can, as early as you can!
For most campaigns, Noise concerns usually only affect whether you can use a generator. Find out if there’s a minimum noise threshold, as we may be able to find a quieter solution. To see how a noisy campaign can be handled, check out our case study for the McDonald’s boom bus featuring Jesse J!
How can Promohire help with location planning?
Aside from route planning and other enhanced logistics, our team can provide the following to ensure every activation is perfectly placed to make an impact.
Location Consulting – If you’ve picked some locations and want to know if they’re suitable for your vehicle and activities, just show us the installation pack given to you by the site owners. We can assess each event site for problems to ensure it’s right for your campaign.
Sourcing & Booking – Don’t know where to start? We’ve arranged many events over the years and can often say straight away if a location’s a good fit. We can also propose venues based on footfall, demographics, and reliable evidence from past events.
Managing the Conversation – Promohire can manage all aspects for you. We’ll contact the site owners and discuss everything from routes, access and banksmen to power supplies, noise concerns and all the finer details. It’s our way of giving you complete peace of mind!
Secure the best locations for your campaign
Take the stress out of location planning with Promohire. Whether you have a space in mind and want expert guidance or need someone to manage the entire process so you don’t have to, a member of our team will be on hand to give you expert support.
Get in touch today so we can ensure your venue elevates your brand and guarantees a successful campaign your guests are sure to remember!
