The event venue is one of the most crucial factors for a successful event. Selecting a suitable space might be a bit nerve-racking due to the plethora of options to choose from. To make your venue selection easier, here are some tips that we think you should consider.
- Location. An ideal venue is one that is accessible to all the event attendees. If you are hosting an international event, a venue close to the airport or their hotels will be most fitting. For a local event, a central venue accessible by all the delegates will be convenient. Incorporating an event mobile app makes it easier for your delegates to access the venue location. The app can integrate GPS maps and taxi services so your guests can move around with ease
- Capacity. Before settling on a venue, have a rough count of the guests that will be expected. A venue that is too big gives the impression of a low attendance whereas a venue that is too small will make it hard for delegates to move around. The best venue will allow for the expansion of space. It should also cater to people with disabilities.
- Budget. Event venues come with different price tags; hence it is appropriate to have a budget to guide you. Knowing the amount you are limited to will prevent eating up on other expenses like food and extra services. Venue prices can be cheaper during off-peak seasons so do some research beforehand. When you find a suitable space, don’t be afraid to negotiate.
- Amenities. Select a venue that has the various components necessary for the event. Corporate events and business meetings need equipment like projectors, Wi-Fi and audiovisual technology. Other important services to be mindful of are catering services, parking space and security.
- Weather. If you are planning an outdoor event, you need to consider the probability of it raining or the sun being too hot. If the rooms are too hot, consider a venue with an air conditioning system. It can be hard to predict the weather condition but it is good to plan ahead of time.
- Venue layout. The type of event that you have will call for a certain venue layout. An exhibition type of event will need space that allows for ease of movement whereas a business meeting will need a boardroom style set up. A site visit will help determine the type sitting arrangement that your venue requires.
- Ambience. When selecting a venue, keep in mind the brand image and how the venue will correspond to it. The venue should also reflect on the kind of delegates that you wish to attract.