{"id":2144,"date":"2016-05-11T16:00:59","date_gmt":"2016-05-11T16:00:59","guid":{"rendered":"http:\/\/theeventu.com\/?p=2144"},"modified":"2019-03-04T04:09:12","modified_gmt":"2019-03-04T04:09:12","slug":"event-parking-plan","status":"publish","type":"post","link":"https:\/\/theeventu.com\/individuals\/blog\/event-parking-plan\/","title":{"rendered":"Event Parking: How to Avoid Budget and Attendee Disappointment"},"content":{"rendered":"

Parking is an often-overlooked element\u2014and neglecting it can be an expensive lesson to learn. We once produced a large event at a hotel where we had over sixty staff members in attendance working various gambling, gaming, and audience-participation activities. Self-parking at the hotel was $15. That doesn\u2019t sound like much until you consider that it was $15 times sixty people. Suddenly I had a parking bill\u2014just to park my staff for five hours\u2014of $900. That\u2019s something you would hopefully budget<\/a> for on the front end, but it can really sneak up on you and wreak budget havoc if you\u2019re not expecting it.<\/p>\n

<\/p>\n

Public parking at most sites is generally readily accessible and has to meet certain requirements based on local code. This does not mean it is free, and you should always check on the cost of car parking at the location you are considering. Many of today\u2019s venues were not originally designed for hosting events, and sometimes parking is a real problem. If you are hosting a public event, be especially vigilant about parking arrangements.<\/p>\n

If your guests are driving in, parking fees can be a huge deterrent if you have not arranged free parking with the site in advance. I have seen public events result in dismal attendance due to expensive parking fees that were not considered on the front end. This is especially prevalent in downtown areas. If folks pull in and find out that the location charges $25 to $50 a day to park a car, they may just pull right back out again. “People have to park; that\u2019s a necessary evil when producing events with public attendance.” Tweet This Quote<\/strong><\/a><\/span><\/span>\u00a0 Sometimes you can negotiate parking fees and get a discount. You may even get them waived for event attendees\u2014but not if you don\u2019t think of it when you\u2019re still in the planning stages.<\/p>\n

If parking is not easily accessible, it is our recommendation to hire a valet company. Make sure you get copied as an additional insured on their insurance, and require more staff than they recommend. Coming into the event is not as much of a problem as leaving. Cars trickle in over a thirty-minute window at the beginning of the event start time, but everyone generally leaves at the same time. You do not want your guests waiting more than ten minutes for their car.<\/p>\n

Truck Parking<\/strong><\/p>\n

When you are producing an event in a resort environment, there is usually plenty of space\u2014often called a marshaling yard\u2014to accommodate truck parking. But that changes if you\u2019re at a convention center, auditorium, music venue, country club, or hotel in an urban environment. You are most likely going to be required to park at an off-site location because of space constraints, especially if you have a few big trucks or tractor-trailers. This can become a real headache\u2014and a rather large expense\u2014if you haven\u2019t settled it in advance. You may have six tractor-trailers that have to be parked for several days.<\/p>\n

The site may tell you that you have to go thirty miles down the road to park, which could cost $150 a day for parking each truck. If you are doing a four-day event and have six trucks\u2014you\u2019ve just spent $3,600 for truck parking. So, before you contract with that location, find out where you\u2019re going to park trucks and how much it\u2019s going to cost. Before you park the trucks, however, you have to unload them<\/a> at the site, using the location\u2019s loading docks.<\/p>\n

You can see how parking, if overlooked, can eat away at the event’s budget and cause tension amongst attendees. \u00a0Plan and budget for parking right from the get go. \u00a0The arrival and exit experience can greatly impact your event.<\/p>\n

Take your event planning career to the next level by downloading and reading your FREE digital copy of \u00a0“GOING LIVE”<\/a> :Insider Secrets To Corporate Event Production.<\/p>\n

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Register now for E.P.I.C<\/h2>\n Go E.P.I.C.<\/strong><\/a>\n \"E.P.I.C.\n<\/div>","protected":false},"excerpt":{"rendered":"

Parking is an often-overlooked element\u2014and neglecting it can be an expensive lesson to learn. We once produced a large event at a hotel where we had over sixty staff members in attendance working various gambling, gaming, and audience-participation activities. Self-parking at the hotel was $15. That doesn\u2019t sound like much until you consider that it
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