How to plan an event: A step by step guide

Businesses and individuals are constantly looking for places to throw events, have seminars or a simple offsite meeting. But finding a place that fits your need can be a painful experience.

Whether that you need to search everywhere on the internet from Google, Facebook or asking your friends to send you places on Whatsapp, chances are that they have no idea of what your event is like and may not give you the best solution.

As specific as it goes, location scouts are looking for places that can fit 50 people seated, with natural lights, sound proof, with projector, microphones, sound system and nearby LRT station. We understand that pain as we’ve been there, done that.

Things to look for when sourcing a place

As most people’s best guess is to find a cafe, coworking space or hotel for their next seminar or event, most places are not found online easily. We’ve written down several steps that you could take when you’re checking the place out.

1. Set your dates & time

Knowing the details of the event is crucial when you’re looking to find a place. The first thing that any place would want to know BEFORE they answer you any relevant details is to know if they’re able to accommodate your business.

Feel free to set a tentative date and time for your event and be flexible with it. If you really like the place, try to find a time that the space is available to rent.

2. Know the number of people and type of event

As every space is unique on its own, the number of people that they’re able to fit is different. Also, bear in mind that the owners may only accept a certain type of event that is suitable for them.

If you’re looking to have a musical rehearsal, it is less likely that places like cafes and coworking spaces can accept your request. Your best bet is to tell them immediately the type of activity that you’re planning to have.

3. Send out requests

Once you have the 4 elements in hand, start sending out requests via phone call & email. It is also important to understand who exactly are you talking to when inquiring.

Our experience of calling these places is that, the receptionist is not the person in charge and they have no clue of what’s happening. Give yourself some time to follow up with each places that you’ve asked in 2-3 days if they have not gotten back to you.

4. Site visit or recce

After you’ve sent out requests, the owners will usually asks you to visit the place and see it for yourself. Bear in mind that most places will ask you to check their place out but it’ll costs you a significant amount of time to travel and visit.

Here’s a few thing that people would look for when doing site recce:

  • Location & access

Make sure that the place exist and how to access there. How is the traffic like at your event start time? And most importantly, you can see clearly what amenities are available in the location and if you need to bring additional equipment or items.

Understand how to access the location from parking lot or main entrance is crucial, especially if the space is located inside a shopping mall or office tower. It is fairly difficult to locate if no proper guidance is provided.

  • Price

For most places, they have no fixed price for space rental. But rather, they’ll take into account the usual cost they need to cover an hour of operations when you’re renting the place.

Hotels, restaurants and cafes are priced higher based on the number of people they need to serve you, plus the amount of sales that they’re not able to generate at the time. Example, if a cafe can generate RM1000 in sales every hour, booking the space will costs you at least RM1000 per hour which does not make sense for most people.

A way to solve this is to find less packed places and the price would definitely be lower as compared to these prime locations.

  • Looks & amenities

Do the place look and feel exactly as you intended? Is the location able to fit the number of people that is coming for the event?

As most places will not show you a full set of photos that showcase their place, it is very difficult to judge whether these places suit your needs. As some use wide angle cameras to make their space look bigger which will give you a misjudgement if your decision is based solely on photos.

While it’s the norm to visit places before you place a booking, Chupspace provides you with a platform where you can easily do all the above by having these in mind when we build the website.

5. Understand the rules

All spaces are unique and hosts would have different rules & terms for their space. Ask the hosts if they allow parties, smoking or alcohol would be crucial to a successful planning.

Here’s a few things to ask the hosts before you book:

  • Overtime charges

In case you exceed the booking hours, will there be any additional charges for it. If you think that you may need additional hours, let the host know in advance so it won’t affect the next guests.

  • Additional charges

Make sure that the amenities and equipment that you need to use it included in your booking. Some places may require additional charges if you want to use the projector, additional tables & chairs and more.

  • Security deposits & cleaning fees

Usually hosts will make it clear if the booking will require additional cleaning fees and security deposits for certain events like parties.

How can we simplify it?

Planning a party or event should be fun and enjoyable, that’s why Chupspace is here to make sure the planning process is simple and easy. You can find the perfect place easily through an easy to use platform, at the same time knowing availability, price & any other information that you need from booking the place.

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Chupspace

Chupspace connects professionals to creative spaces, while helping small business owners monetise their underutilised spaces by the hour.

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Small business owners are looking for ways to cover the increasing rental cost, while entrepreneurs are looking for spaces for various purposes, from renting a restaurant during off-hours for their pop-up shop once a month to having video shoot in office desk areas at night.

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Office-based tech startups can always rent a place in co-working spaces, but there are other entrepreneurs who are looking for other types of locations like a yoga studio, kitchen, heritage houses and performance studio for various purposes.

While the concept of borrowing our space has always been around, there are no easy ways for people who are just starting up and not knowing people in the field. For instance, production crews have no easy way to shoot in a cafe on operation hours. Sometimes finding a location takes days or even weeks to search for and get approval from the owner.

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Difference from renting from venue

As venues found online are commercialised and more expensive, a lot of times it is not the most affordable choice to go for. Commercial venues typically pay a monthly rent to landlords and sublet it at a smaller fraction (typically 1-3 days) to guests.

On the other hand, in Chupspace, we do not rent a room. The biggest difference between us and venues is that we only find borrowers and matches them, and gives the owner an opportunity to profit from their existing spaces.

Value provided by Chupspace

Attract customers

Chupspace will discover and introduce customers who want to rent a space by conducting various marketing activities on the Internet.

Management system

We provide a reservation management system necessary for operation, such as room availability, reservation status, and customer interaction.

Collection

A transaction function that collects money from users and pays the owner. It provides all the basic functions necessary for an owner to start a space rental business. Providers that provide all the necessary elements for such businesses are called “platforms”.

Creating a new ecosystem

We are creating new business value by renting and borrowing “idle real estate” by the hour. We believe that it will be a platform that can provide the one answer to current social issues, such as the problem of unoccupied houses, which will become increasingly problematic in Southeast Asia.

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As it may sound weird to rent a home stay hourly, but that is also the beauty of it. It opens up opportunities to new users to try out the place at a much affordable price. Best part is, people don’t get drunk and trash the place when they couldn’t overnight.

Alternatively, you can host 2 hours for travelling sales person to freshen themselves up before going to the next appointment, host barbecue parties that don’t need to overnight, all at a much higher price.

Typically 1 hour rent is about RM25 for a loft, set minimum of 3 hours if needed.

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Every place is unique as it’s own. That’s why we’ve created a website that allows home owners & operators to create experiences easily. Whether if it is for a short gathering, meeting or workshop, the only thing you need to invest is your time to setup the place, some required amenities and a few extra tables & chairs.

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Preparing games, projectors, utensils for your guests to enjoy their gathering. You can also prepare steamboat pots, BBQ grills and other things for your guests without needing them to bring along. If you have a place that can fit 6 people overnight, most probably it can fit 12 people to gather around.

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Chupspace is a peer-to-peer marketplace for businesses and homeowners to share their underutilised spaces for meetings and events. People are getting tired of ballrooms and are moving to non-traditional venue, and we provide a platform for them to do just that, to source unique spaces for their events and meetings, at a cheaper, faster way.

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Businesses like Facebook, Google, and other multinational companies have a culture of renting spaces to work, to increase the teams’ productivity. What’s a better time to build a connection with the smartest people in the world, during their work time, especially when they are in your office?

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Spaces are always underutilised

There are over 40 million sqft of vacant properties in Malaysia alone and over 80% of the time, we’re using most of the spaces other than our own workspace. That’s when the idea come about, a marketplace to match underutilised spaces for events, meetings or any purposes.

We always held events or meetings in either co-working spaces or cafes, in which wasn’t always available, limited space and might sometimes disturb the other guests. The sharing economy concept got us to think that if personal car owners can earn extra income with their free time, why not extra home space, or underutilized space in businesses, or even abandoned malls?

So here we are today, matching you to a space owner which we call “host” where you can rent your house as a venue for events. Here’s some suggestion of spaces that can work as a venue:

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Spaces are versatile and will suit different purpose with different components. Your office can be a workspace in the morning but a birthday party space at night, depending on how you set it up. The only limitation is your imagination.

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