Organising and executing an event is a fascinating yet challenging task to accomplish. Starting from thinking about ways to sell tickets for your event to arranging everything and making the event happen, the journey is undoubtedly a hassling one. Selecting a suitable venue based on your event’s needs is crucial in event planning.
Whether it’s a formal conference or a themed party, selecting the right place makes other steps more manageable. However, with many options available, finalising a suitable event venue is one of the most difficult tasks.
You will like the interior for some sites and, for others, the location, but it’s necessary to decide which aspect should be prioritised more. Well, if you are searching for a venue for your next event and are still confused about finding the right one, this article is for you.
We have prepared a list of ten factors you should consider while finding the venue for any event you’re organising.
So, let’s start.
1. Note down the shape and size
When choosing a venue, its size is important in ensuring you can accommodate the number of expected guests. When you sell tickets prior to your event, you mostly have a clear idea of the number of guests.
Thus, pick A venue that is not too small for your guest list because it can lead to overcrowding. On the other hand, choosing a venue that is too large for your event might create a sense of emptiness in the event.
Also, assess whether the venue’s shape allows for flexibility and customisation. Always plan how well the venue’s size and shape will complement your event’s theme and the décor. A place that naturally matches your vision will require fewer decorative elements, possibly reducing costs and setup time.
2. Mark the location
The venue’s location is one of the primary aspects to consider and will create an instant impression of your event. So, the area should be easily accessible to your guests.
Think about the geographical distribution of the attendees and pick a central location that reduces travel time for the majority. If most of your guests come from out of the city, you can choose a place near airports or transportation hubs.
Also, during the time of your event, consider the traffic patterns around the venue. Traffic congestion can lead to delays and create a wrong impression on your organising practice. That’s why try choosing a location with easily accessible routes and good road connectivity.
3. Choose a tech-friendly space
Choosing a technologically advanced space can be a vital consideration when selecting your event venue. Especially in this modern digitally driven world, every arrangement of an event is related to or directly dependent on technology. So, having a venue that matches your tech needs can improve the overall experience for both you as an organiser and your attendees.
You might ask what are the tech essentials that you should look for while confirming the venue, and for that reason, we have prepared this list for you.
Here it goes-
- The venue should offer reliable and high-speed internet connectivity.
- Check if the venue has modern audio-visual equipment such as in-house projectors, screens, sound systems, and microphones.
- It should have ample power outlets throughout the venue to provide the charging facility for attendees’ devices and other tech devices of the event.
- Look for interactive displays, virtual reality experiences, or digital presentations if your event type is an interactive one or a trade show.
- Ask for the availability of professionals to troubleshoot any technical issues during the event.
- It is a plus if the venue offers wireless connectivity throughout the space.
- Check if the venue supports live-streaming or recording your event in case you are planning for it.
- Ensure the venue prioritises data security if your event includes sensitive information to avoid future hassle.
4. Match the event date and availability
When you book a venue, its availability on your desired date directly impacts the feasibility of hosting your event and can influence other planning decisions. Before finalising any further event details, securing the venue is essential.
Popular venues often get booked well in advance, so start your search early to increase the chances of securing your preferred location on the desired date. Be mindful of the season in which your event will take place. Certain times of the year, such as holidays or peak event seasons.
The availability of the venue also affects the availability of other event vendors and suppliers. Before finalising any contracts with vendors, confirm your venue booking for the chosen date.
5. Count the costs
While selecting a venue, considering the budget is necessary no matter how big or intimate the event you’re organising. Be practical about what you can afford because overspending on a venue will limit the budget for another critical aspect of the event.
It is wise to ask about the services of a venue’s rental fee as some places offer packages that include specific amenities with the venue fair. Don’t hesitate to negotiate, especially if you have other options in consideration. Also, be clear about the additional charges like service, taxes, and cleaning fees and calculate everything to get the exact calculation.
Finally, find a venue that matches your budget, but don’t lose a venue that matches your event theme, setup, location and everything just because of some extra charges. It is important to remember a suitable venue will create a long-lasting impression, which is a wise investment for your event planning journey.
6. Focus on the parking facility
Easily accessible parking is a must to ensure the convenience of your guests. When the guests attend an event, the last thing they want is to spend extra time searching for parking. Even walking long distances from the parking area to the venue is also a negative aspect to many.
That’s why make sure the parking capacity of the venue is enough for your number of attendees. It is mandatory to ensure the safety and accessibility of the parking area. So, while confirming the venue, clearly communicate parking facilities with the contractors and provide the necessary parking details to your guests before the event.
7. Reflect on the amenities
The availability of the proper facilities can enhance the event’s enjoyment and the guests’ comfort. Consider basic facilities such as –
- Well-maintained restrooms
- Air conditioning or heating
- Comfortable seating arrangements and
- Accessible areas for all attendees
Some venues offer in-house catering services, which makes it convenient to arrange food and beverages for the organisers. So, if the venue you choose has this, inquire about menu options and make your job easy and hassle-free.
8. Ensure the desired ambience
The venue’s atmosphere should align with the theme to reflect the actual purpose of your event. Be it a formal corporate conference, a wedding ceremony, or a social gathering, the venue’s ambience should match and enhance the event’s spirit.
Decide whether the event needs an indoor or outdoor setting and choose a venue based on that. Lighting plays a major part in setting the environment. Check if the venue offers different lighting options, such as dimmable or coloured lighting, to create the mood you envision.
9. Check the reviews
Feedback from past clients is actually a reflection of the service of a venue. Positive reviews specify that the venue has met or surpassed expectations, ensuring a higher probability of a successful event. It is wise to look for reviews that mention helpful staff, as they are essential in ensuring guest satisfaction.
Also, try accepting reviews from clients who hosted similar events, as it will give you a better idea of whether your event will be successfully executed here. Also, try choosing a venue that has more repeated clients as this shows their consistency and well-maintenance.
10. Double-check the contracts
It is vital to thoroughly understand and review all aspects of the contract before confirming your decision regarding a venue. Remember, once the place is finalised, all the other choices will depend on that.
So, the only solution here is to double-check the contracts so that both parties agree on all the terms and conditions. In this way, misunderstandings are less likely during the event planning process.
Here’s a list of things that need double-checking during the venue finalising-
- Clarity on Terms
- Vendor Policies
- Cancellation Policies
- Liability and Insurance
- Venue Regulations
- Confirmation of Services
- Payment Schedule and Penalties
In conclusion, as you start the journey of planning your next event, take an adequate amount of time to explore different venues, prioritise the elements that are a must-have for your event’s theme and communicate openly with venue management about your requirements.
With attention to detail and careful observation, you can find an ideal venue and execute a successful and memorable event for all your attendees.
