There are many choices you must make when planning an event. The option that will have the greatest impact on your event, though, is where to have it. The venue you choose will affect important planning details like the event's date. Does this seem a little scary? You don't have to experience it. Here are some recommendations about when to decide, what to think about, and how to do better.
Cost
Since cost is the determining factor in everything, we've included it first. As a cost-conscious organizer, If you're a frugal planner, you might want to keep the venue cost down to free up more money for food, drinks, and entertainment. Although the venue will consume a considerable chunk of your budget, it cannot be your entire budget. Food, signs, materials, and perhaps entertainment and staff will still need to be purchased.
Fortunately, if you're willing to be flexible with the date of your event, you have some wiggle room when it comes to the cost of your event site. Obtain rates from locations for various times of the week, month, and year. Plan ahead as far as you can to acquire a fair reservation rate (a Friday night in the summer would be the most expensive, for example).
Capacity and size
Every facility has a maximum occupancy capacity that must be adhered to. Some rooms are limited as well. Make sure the location can comfortably and legally accommodate your guest list before you start sending out invitations.
Physical size is crucial to event planning as well. When considering venue size, many individuals fail to consider the actual size of the space rather than its capacity. It is crucial to ask questions like "How cramped will the sitting be? Will there be anything that would make it uncomfortable for your guests to move around the venue? How spacious does it seem? Is it warm and inviting? Is it wide enough? Depending on the configuration of the rooms, two locations with the same maximum capacity may feel very different.
Location
Location is an important concern since it may determine who attends your event (attendees and speakers). The number of people who attend will be limited if your site is in an undesirable area or too far from transit stations.
The location of your event should be simple to discover and not hard to get to. Information should be provided to assist participants in finding the venue. You should also consider whether or not your attendees will consume alcohol. You don’t want attendees to drink and drive. If they do, make sure taxis are waiting for them when they leave the venue or provide free transportation choices for them to use to go home safely.
Ambiance
To put up an interesting event, it is essential to create a setting that relates to your theme and appeals to your audience. It's wise to pick a location that already fits your concept because it would be less expensive to modify or decorate a venue to fit your theme.
Pay close attention to the venue's existing decor. What message does the inside of the building communicate, and what architectural style is it? You'll probably require different venue accommodations for a gala than you would for an exhibition. The more decoration you attempt to make up for a space that doesn't quite convey the mood you want for your event (upscale, high-tech, etc.), the less the ambiance will do.
Select a posh hotel to create a luxurious ambiance. Rent a contemporary location if you want to set a stylish vibe. Pick an open, industrial space if you're organizing an expo.
Services and Amenities
The services and amenities that the location provides should also be taken into account in addition to the site's aesthetic. Think about the following:
Does the location have a kitchen? Can it cater for your event? If so, a venue would frequently merely request a down payment and the cost of food for each visitor, waiving the facility fee. Some locations might not have kitchens. Those locations without kitchens could have an arrangement with a caterer that you must utilize, or you might be allowed to bring in your own suppliers. Numerous locations have exclusive agreements with particular suppliers, usually food vendors. If the venue has a quality vendor on board, this might be excellent. If not, it might cause a major hassle and have a poor effect on your attendees' experience. Choose a location that lets you bring in outside food vendors if you can't find a venue that provides cuisine that your guests will love.
Are there usable tables, chairs, and linens there? If a venue has these supplies on hand, using what they have may save you a ton of money and time if it goes with your theme and setting.
Does it have a team for setup and cleanup? It would be great if you've found a location with a setup and cleanup staff. It's not always the case like this. If these services are not offered, you will have to assemble your own event crew.
Does it have AV capabilities? You can utilize audio-visual equipment that is already installed in certain locations, but you must bring it yourself to others.
Layout
Even if choosing a location for your event will happen early in the planning phase, you should still have a general concept of the activities you'll be arranging, the amenities you'll need, and the requirements of both your team and the guests.
Get an illustrated floor plan of each venue as you reduce your options, and walk through your top choices at least once. Take note of significant details such as the locations of the outlets and any available AV equipment.
Several key components of your event will be significantly impacted by the layout and floor plan:
the traffic flow. Consider how attendees will move through your event. For each event, you'll want a distinct sort of flow. Which sections of the event will see heavy traffic? Registration? Those of the auditorium? When selecting your venue, have this in mind, keeping in mind that the way the tables are set up and the décor is done will also have a significant impact.
Event activities. You'll need a stage or a space to set up a leased stage if you want keynote speakers for your event. Do you require a demo area? Will a bar be present?
Acoustics and sound
Your guests will grow disinterested and bored if the sound level is too low or too high. Nobody likes to have to squirm in the front row to hear the speaker or yell over the music to talk to their friends.
No matter the cost, a venue with bad acoustics will not be worth your time. Sound is amplified by low ceilings. Large open areas produce echoes. Locate a space that has a nice balance. Test it out if necessary.
Food and beverage minimums
Ask about minimums if your venue will be serving food and drinks. Even if you don't invite that many people, a venue may charge you for a minimum number of attendees. For example, you may want to make sure you invite at least that many guests if the venue provides meals (and charges you) for a minimum of 50 people to get your money's worth.
As you can see, selecting the venue for your event involves several factors. If you keep this guide in mind as you do your search, you will surely find the perfect venue for your event.