Organizing events is a tough job—with all the tasks you have to juggle, the first one can most likely be the hardest: choosing the venue.
Having a quality venue with everything you’re looking for can (and will) have a substantial impact on the event.
The venue you select will affect the experiences of everyone attending, from your guests to the workers to you as a host. The event space can also dictate other important aspects like the options for catering and even the date for the event.
Once you have had a rough idea of the estimated number of attendees, budget, and requirements for space, you can start looking for a venue.
It is advisable to book a venue around 4-6 months prior the event (depending on how many people are going to attend or how much space you need), so that you can have enough time to figure out the logistics and details—and also be able to book the space you want!
If you are feeling overwhelmed by an upcoming event that you need to organize, here are some guidelines to help you make a good decision.
The following are some of the things that you need to look into in order to find the perfect venue for your event:
· Location: This is something that you may have considered already. If you want to hold a local event, consider finding a location within a distance reasonably close for most of the people attending.
However, if the people attending the event are coming from out of town, it is beneficial to have a venue which is nearby hotels or the airport. Whichever the case, consider transportation, parking, and even traffic.
· Capacity and minimums: A 200-person venue is not going to fit 400 people—due to space and due to fire and safety regulations. There also might be something called an “F&B minimum”, which is the minimum amount of money you should be spending on food and beverages set by venues. Therefore, you will be considered a better customer if you have more F&B spending than their previous events.
· Services and amenities: Venues should have various facilities and amenities in order to make events run smoothly or adhere ac
You should consider whether the venue has a kitchen to cater for the people attending or your staff who might be cooking. And those that do not have a kitchen may have an outside catering company for their customers to use. Ensure that their food is what your attendees will be expecting.
Check if the venue has tables, chairs, and linens that you can use at the event if it matches your theme. Another important thing to consider is whether the venue has a set-up and clean-up crew. If they don’t, consider hiring some volunteers or an event team. Audio-visual equipment will also be an extra amenity for the venue to provide. If not, you can always bring yours.
· Community: Before you commit, make sure that you’ve done some research on the company or organization of the venue. Although not completely mandatory for the working relationship to go smoothly, it definitely makes it much easier if the vision, values, and goals of both communities align with one another.
· Layout: Before selecting a venue, you should have a rough idea of the type of activities your organization will be doing and the amenities that you need. It is important to get a floor plan from different venues and select one that meets your needs. Small details can have a major impact during the even, like something as simple as where the audio-visual equipment is or will be placed.
You should also bear in mind that the set-up of chairs and tables will affect the flow of traffic.
Also, consider where certain activities will be done such as demos, a stage for keynote speakers, and possibly a bar for the main event.
As you can see, there are multiple aspects to consider when selecting a venue in order to have a successful event.
Having a location that is easily accessible to your attendees is important. You need to have a rough idea of the number of people attending the event so that you can rent enough space for the attendees.
Having an event with a parking lot, kitchen, set-up crew, and catering services can also be an added advantage.
Ensure that you arrange the venue ahead of time to have a great layout to fit all of the event’s activities, allowing everyone to move freely in the room.
The success of your event can be determined by the smallest of details—and these details can be taken care of as quickly as the first step of event planning.
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