Dry Hire/Blank Canvas Venues

In order to help you make your event a success, we’ve put together a brief guide that you can follow to ensure the process of hiring a dry hire or blank canvas venue is as easy and stress-free as possible:

1. Introduction to Dry Hire and Blank Canvas Venues

A dry hire venue is a space that is rented out without any additional services or catering. Unlike fully catered event spaces, dry hire venues give you the flexibility to choose your own vendors and have complete control over every aspect of your event.

The benefits of choosing a dry hire venue include:

• Cost-effectiveness: You only pay for the venue rental, saving money on catering and service fees.
• Vendor selection: You can handpick vendors that fit your budget and preferences.
• Customisation: With no restrictions, you can create a truly unique event experience.

2. Venue Types and Considerations

Dry hire venues come in various forms, including:

• Halls and community centres
• Museums and galleries
• Industrial spaces (warehouses, factories)
• Studios or
• Outdoor spaces (parks, gardens)

When selecting a venue, consider factors like:

• Location and accessibility
• Capacity and layout
• Parking and transportation
• Amenities (kitchen facilities, audio-visual equipment)
• Availability of desired dates

3. Planning and Logistics

Planning an event at a dry hire venue involves several key steps:

1. Determine the purpose and theme of your event.
2. Estimate the expected number of attendees.
3. Create a detailed timeline, including setup and teardown.
4. Obtain necessary permits or licences (e.g., alcohol licence, noise permits).

4. Vendor Selection and Management

With a dry hire venue, you’ll need to coordinate with multiple vendors, including:

• Catering (food and beverage)
• Audio-visual equipment and lighting
• Furniture and decor rental
• Entertainment (DJ, band, performers)

Tips for vendor management:

• Research and vet vendors thoroughly.
• Negotiate contracts and payment terms.
• Create a shared timeline and communication plan.
• Assign a dedicated vendor coordinator for the event day.

5. Budget and Cost Considerations

Dry hire venues can offer significant cost savings compared to fully catered spaces. However, you’ll need to account for expenses such as:

• Venue rental fee
• Vendor costs (catering, equipment rental, entertainment)
• Staffing (event coordinators, security, cleaners)
• Insurance and permits
• Marketing and promotion

Create a comprehensive budget and track expenses to avoid overspending.

6. Legal and Insurance Requirements

When hosting an event at a dry hire venue, you must comply with legal and insurance requirements, such as:

• Public liability insurance
• Event permits (depending on the venue and event type)
• Health and safety regulations (fire safety, accessibility, noise levels)
• Liquor licensing laws (if serving alcohol)

Consult with the venue and relevant authorities to ensure compliance.

7. Promotion and Marketing

Promote your event effectively to attract attendees and maximise the venue’s potential:

• Create a dedicated event website or social media page.
• Leverage social media advertising and influencer marketing.
• Collaborate with local businesses or organisations for cross-promotion.
• Distribute printed materials (flyers, posters) in the local area.

8. Day-of Coordination and Setup

On the event day, proper coordination and setup are crucial:

• Assign dedicated team members for vendor management, guest management, and venue setup.
• Create a detailed schedule and checklist for the day.
• Have a contingency plan in place for any potential issues or delays.
• Ensure clear communication channels among all parties involved.

9. Post-Event Wrap-up

After the event, ensure a smooth wrap-up process:

• Arrange for proper clean-up and restoration of the venue.
• Settle vendor payments and any outstanding invoices.
• Collect feedback from attendees, vendors, and staff.
• Evaluate the overall event experience and identify areas for improvement.

Dry Hire Venue Booking Checklist:

• [ ] Define event purpose, theme, and target audience
• [ ] Research and select a suitable venue
• [ ] Create a comprehensive budget
• [ ] Obtain necessary permits and insurance
• [ ] Book and coordinate with vendors
• [ ] Develop a marketing and promotion plan
• [ ] Create a day-of coordination plan
• [ ] Arrange for post-event clean-up and wrap-up

By following this guide, you can navigate the process of booking and planning a successful event at a dry hire venue while staying organised, compliant, and within budget.