Report on Venue Exploration Meeting with Kosmo One and Fr8 Team
Introduction: We recently conducted an in-person meeting with representatives from Kosmo One and the Fr8 team to explore a potential venue for our upcoming event. The venue under consideration has three interconnected halls, and we discussed various aspects to determine its suitability for our requirements.
Venue Configuration: The venue offers a unique L-shaped configuration when booking two halls together, providing an interesting layout for our conference. This setup allows for versatile arrangements, enhancing the overall experience for our participants.
Cost Considerations: As part of our evaluation, we learned that the venue is a paid one. Considering our budget constraints, we aim to make the most cost-effective decisions while ensuring a high-quality experience for our attendees.
Audio-Visual Setup: The venue provides a central projector and screen, but additional arrangements, such as a stage with speaker and microphone systems, are needed. We are also contemplating the inclusion of an optional TV to improve visibility, especially for participants seated at the back.
Entry Process Challenges: While Fr8 has expressed their willingness to manage the entry process, we encountered a challenge regarding the requirement for unmasked Aadhar during a previous event. We need to address this concern and negotiate with the entry team to minimize the sensitivity of information required.
Additional Setup for Community Interaction: To foster community interaction or accommodate potential hiring partners, we are considering setting up two tables. If required, we will explore the possibility of renting booth setups to enhance the engagement experience.
Cafeteria Services: The venue features a cafeteria, and discussions with the Kosmo One team regarding catering services have been positive. They have offered to provide food, snacks, and tea within our budget, ensuring participants have access to refreshments during the event.
Sponsorship Confirmation: Fr8 has confirmed their sponsorship for the venue space alone, which is a positive development that will contribute to the overall financial viability of the event.
- Initiate discussions with the entry team to address and negotiate the requirement for unmasked Aadhar.
- Confirm details with the AV team regarding the setup of the stage, speaker system, and optional TV.
- Continue exploring other potential venues for comparison and backup options.
- Conduct a detailed cost analysis to ensure that all expenses align with the budget.
- Schedule a follow-up meeting with Kosmo One and Fr8 to finalize venue booking details.