In the process of organizing an event, you may find yourself presented with a number of challenging decisions; however, selecting the right event venue and location is the decision that will have the biggest impact on the outcome of your event. The venue and location that you choose for the event will determine everything from the date of the event to the speaker lineups, catering options, and all parts of the experience that guests enjoy.
Do you find this to be a little bit intimidating? It is not necessary for you to feel that way. When it comes to making a decision, here are some Excelsior suggestions that will help you know what to look for, what to think about, and how to improve your decision and performance.
Services and Amenities:
Does the event venue have a kitchen and cater? The venue can skip the facility fee and simply demand a down payment and food for each guest.mcorper mattis, pulvinar dapibus leo.
You may be required to partner with a food supplier for those without kitchens, so check their food in advance for allergens and nutritional needs. To maximize your satisfaction, choose a venue with outstanding cuisine or a chance to bring in outside food.
Are tables, chairs, and tablecloths available? If a location provides what you need and it matches your event’s theme and environment, using it can save you a lot of money and time.
Does it have setup and cleanup staff? Venues with specialized set-up and clean-up staff are uncommon and should be valued. Your event team or volunteers will need to be formed if these services are unavailable.
Does it support AV (audiovisual)? Some venues offer audio-visual equipment, while others need you to provide it.
Location:
The venue’s location is probably something you’ve considered. For a local event, you may want a venue near most guests’ homes or workplaces.
If many guests are coming from out of town, a site near the airport or hotel is better. Whatever you choose, consider traffic, transportation, and parking.
Provide your guests with a mobile event app, an industry standard, to avoid being late. Your guests will feel confident attending the event with maps, driving directions, and parking or shuttle information. Using pinned maps can help if the venue is on a large campus or institute. Interactive indoor maps help navigation at shows, posters, and associated events.
Capacity and Minimums:
What is the capacity? The accommodation capacities of the venues are crucial for several reasons. In the first place, a function room that can accommodate 250 people cannot comfortably accommodate 500 people, should that be the estimated size of your event.
What are the minimum costs for food and beverages? If your establishment provides food and beverages and makes a minimum spending condition for food and beverages, confirm that the food and beverage details from previous events in the hotel are consistent with the minimum. If your projected food and beverage payments far exceed the venue’s demands, it shows that you have the qualities of a valuable customer. Discuss the possibility of complimentary service being provided.
Internet and WiFi Access:
Does the venue offer wifi and internet for your event? Do the meeting rooms in the hotel and lobby provide wireless internet?
In the modern age, maintaining a connection is essential. Your guests and staff can use it to check the event schedule, communicate with other attendees, spread the word, and have fun online, promoting your event and creating conversation.
Parking:
Is there a parking lot or a valet parking service available at the venue? A place that provides enough parking spaces is usually preferred.
If this is not the case, however, guests should check to see if there are parking lots in nearby areas that they may access and utilize. In the event that there is no parking available.
Planning:
Despite the fact that choosing a venue usually happens earlier in the planning process, you will still want to have a wide idea about the kinds of activities that you will be including, the services that you will need, and the expectations that your team and guests will have.
When reducing your options, it helps to make sure that you get an illustrated floor plan for each venue. Make sure that you walk through your preferred venues at least once, making sure to take note of important details such as the placement of the outlets and the audiovisual equipment. Think that you are an event planner for your own special events.
The Environment and Accessibility:
take into account the venue’s decor. The appearance of the venue heavily affects the mood of the event.
Consider the building’s design and the interior design’s theme. If the venue’s atmosphere doesn’t match your event’s tone (e.g., luxurious or modern), you may need to spend extra on decorations.
Furthermore, event accessibility is crucial. It makes sure that everyone, including those with special needs, can use the building and its amenities. Use the venue’s style to set the mood. Consider accessibility for all participants, especially those with special needs. You may know if there will be children, but there are no other limitations.
Flexibility on the Event Date:
Being flexible about the event date is an effective strategy to negotiate with venues.
They may have open dates on their schedule that they want to fill. By providing two or three date options, you are more likely to receive discounted prices and secure a venue quickly.
