Measure the success of your event...

It's that time of the year again; event season. Rights holders need to track attendance numbers over time to accurately define economic impact generated from the event. Having an accurate attendance number gives you an advantage when negotiating fees and requesting sponsorships; you have the history of how many people attend the event.

Most importantly, estimated attendance numbers help keep the crowds at large gatherings safe. Event coordinators and officials are able to plan how to manage traffic in the area, how many medical response personnel will be needed in case of an emergency, as well as how much security to hire. Crowd size is also needed for media news reports and to historically record the event.

Whereas crowd counting is not an exact science, using ticket sales or counting turnstile entries is one of the easiest ways to keep track of how many people attend. Additionally, there are grid systems that measure the maximum number of people that can fit in a defined space. The “Jacob’s Method of Crowd Counting” is one of the most widely accepted methods of using the grid system. The basis of his system is a loose crowd, one where each person is an arm's length from the body of his or her nearest neighbors, needs 10 square feet per person. A more tightly packed crowd fills 4.5 square feet per person. A truly scary mob of mosh-pit density would get about 2.5 square feet per person.

Please read more about the methods of crowd counting here.

http://www.livescience.com/8578-crowd-size-estimated.html

One size does not fit all!

When it comes to meetings, one size does not fit all.

Before you book your venue, consider how people will be arranged in the space. For example, 250 people can comfortably stand in 1500 square feet (a room roughly 42 ft. x 35 ft.), which is great for a reception, but classroom seating would only allow 85 in the same space and 125 for a seated dinner at round tables. 

Space and Capacity Calculator
This calculator will calculate the capacity of a banquet hall, wedding hall, or meeting room in many setup scenarios. It will also calculate space needed for a specific amount of people. You can also find out how many trade show booths will fit in a space, or how much space is needed. One thing to note, the calculator will not take into account odd shaped rooms. Also, remember to subtract the square footage of dance floors etc.

Need help calculating the size you will need? Vicki Layhew, our Sales and Marketing manager can assist you with site selection issues when you use the CVB to plan your event. Call 800-747-4837 or email her today!

Event crowd size counting; why it’s important

Knowledge is power at the negotiating table. To achieve an outcome that is the best value for an event means having data to back up an explanation for why such things as reduced rates or comp rooms are in a hotel partner’s best interest. Rights holders need to track attendance numbers over time to accurately define economic impact generated from the event. Having an accurate attendance number gives you an advantage when negotiating fees and requesting sponsorships; you have the history of how many people attend the event.

Most importantly, estimated attendance numbers help keep the crowds at large gatherings safe. Event coordinators and officials are able to plan how to manage traffic in the area, how many medical response personnel will be needed in case of an emergency, as well as how much security to hire. Crowd size is also needed for media news reports and to historically record the event.

Whereas crowd counting is not an exact science, using ticket sales or counting turnstile entries is one of the easiest ways to keep track of how many people attend. Additionally, there are grid systems that measure the maximum number of people that can fit in a defined space. The “Jacob’s Method of Crowd Counting” is one of the most widely accepted methods of using the grid system. The basis of his system is a loose crowd, one where each person is an arm's length from the body of his or her nearest neighbors, needs 10 square feet per person. A more tightly packed crowd fills 4.5 square feet per person. A truly scary mob of mosh-pit density would get about 2.5 square feet per person.

Please read more about the methods of crowd counting here.

Contact the CVB for help planning your next event!

Meeting Planner's Guide

Kankakee County Convention and Visitors Bureau has a new online Meeting Planner's Guide. This planning guide is designed to assist you with your meeting requirements and to provide you with the information you need to make your meeting a successful event. Download your copy HERE.

Located just an hour south of Chicago off of Interstate 57, the Kankakee River Valley offers a peaceful setting for meetings, retreats, and special events. Find the perfect location for your event from a conference center to auditoriums, classrooms, theaters, and ballrooms.  For a truly unique event consider one of Kankakee County’s historic landmarks or outdoor facilities. 

We are here to assist you with your planning and servicing needs, so please give us a call—it’s toll free: 1-800-747-4837.

How the CVB can help you

What are some of the specific services CVBs offer planners?

·        CVBs can offer unbiased information about services and facilities in the destination.

·        CVBs serve as a vast information database and a one-stop shop, thus saving planners time, energy and money in the development of a meeting.

·        CVBs act as a liaison between the planner and the community. For example, CVBs are aware of community events with which your meeting may beneficially coincide (like festivals or sporting events). .

·        CVBs can help meeting attendees maximize their free time through the creation of pre and post-conference activities, spouse tours, and hosting of special evening events.

·        CVBs can provide hotel room counts and meeting space statistics, and will keep a convention/meetings/events calendar in order to help planners avoid conflicts and/or space shortages.

Other services provided to planners include:

·        Collateral material

·        Help with on-site logistics, including registration

·        Housing bureaus

·        Auxiliary services, such as production companies, catering, transportation

·        Site inspections/familiarization tours and site selection

·        Speakers and local educational opportunities

·        Coordination of local transportation

·        Access to special venues 

 The overall job of a CVB is to market and sell a destination. A CVB wants every single client to be happy. It is going to do everything it can to match every client with the perfect setting and services for its meetings. The bottom line — the CVB is working for you.  

So, make your life easier and let the Kankakee County CVB's fingers do the walking for you!

How much space do I need for an event?

When it comes to meetings, one size does not fit all.

Before you book your venue, consider how people will be arranged in the space. For example, 250 people can comfortably stand in 1500 square feet (a room roughly 42 ft. x 35 ft.), which is great for a reception, but classroom seating would only allow 85 in the same space and 125 for a seated dinner at round tables.

Space and Capacity Calculator
This calculator will calculate the capacity of a banquet hall, wedding hall, or meeting room in many setup scenarios. It will also calculate space needed for a specific amount of people. You can also find out how many trade show booths will fit in a space, or how much space is needed. One thing to note, the calculator will not take into account odd shaped rooms. Also, remember to subtract the square footage of dance floors etc.

Need help calculating the size you will need? Vicki Layhew, our Sales and Marketing manager can assist you with site selection issues when you use the CVB to plan your event. Call 800-747-4837 or email her today!