Venue and Supplier Brief
Venue and Supplier Brief
An evening of discovery, connection and being present.
What we need a venue to do.
The Elsewhere Experience is a curated, paid, in-person evening for at least 200 guests, with a shared meal and a calm, welcoming atmosphere.
This brief is for venues, caterers and suppliers. It sets out how the evening runs and what we need. Anything not yet decided is marked "to be confirmed". Each edition has its own date, venue and details.
| Item | Plan |
|---|---|
| Guests | At least 200 guests, plus team, facilitators and performers |
| Doors | 15:30 |
| Programme | 15:30 to 23:00 |
| Close | The evening ends at 23:00. Venue clear-down time to be confirmed |
| Dinner | Seated shared meal for all guests |
| Alcohol | to be confirmed |
Spaces and how guests move.
| Space | What we need |
|---|---|
| Arrival and welcome | A clear entrance with room for registration and a short queue, signage and shelter from sun or rain. |
| Main space | Room for activities, performance and the Celebration part, with good sound and lighting that can be dimmed. |
| Dining | Seating for all guests at once or in sittings, with serving points that avoid long queues. |
| Quiet space | A calm, separate corner or room, away from music and traffic, open all evening. |
| Activity spaces | Smaller areas for movement, making and conversation, with floor space and seating. |
| Rest area | Comfortable seating where guests can sit out without leaving the evening. |
| Team and storage | A private room for the team, welfare lead and first-aid point, with storage for equipment. |
Access, safety and services.
| Topic | What we need |
|---|---|
| Access | Step-free routes to all guest spaces, accessible toilets and clear seating. Please tell us what the venue offers. |
| Toilets | Enough clean, well-lit toilets for the number of guests. |
| Power and sound | Reliable power for sound, lighting and catering, with a backup plan for outages. |
| Water | Free drinking water available throughout. |
| Security | Safe arrival and departure, lighting, and a plan for managing entry. |
| First aid and emergencies | A first-aid point, clear emergency exits and a briefed team. Capacity and fire safety must meet local rules. |
| Parking and transport | Parking, drop-off and safe transport options for the late finish. |
| Noise and closing time | Please tell us about any limits so that we can plan the programme. |
| Weather | A plan for rain, heat or other disruption, especially where parts are outdoors. |
Catering and how to talk to us.
Dinner is a shared meal for at least 200 guests. We ask caterers to plan for halal, vegetarian and allergen needs, clear labelling, and several serving points. Menus, pricing and who caters are to be confirmed.
If you are interested in hosting or supplying an edition, tell us your capacity, layout, facilities, access, availability and an indicative cost. A quote or shortlist is not a booking, and nothing is agreed until it is confirmed in writing.