From gathering speakers to securing sponsors, your to-do list seems to be never-ending. One important and challenging aspect in the planning process is choosing a venue.
We are expert venue finders and when it comes to finding you the right venue in the location you require at the best possible price it is second nature to us. Here are ten tips from us that we factor into your event brief. Why not let us find you the perfect venue, taking away the hassle and responsbility?
- Accessibility: The location of the event venue is paramount for maximizing event attendance. Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. If your attendees are comprised of VIP’s or high level executives and the only flights available require more than one leg, you may lose participants. Also, confirm that there is ample parking or valet services for attendees who chose to drive to the venue. Additionally, Make sure that there are restaurants or other attractions nearby that are open either pre or post event to maximize additional event networking opportunities.
- Lodging Accommodations: If the venue is not located within a hotel, there needs to be suitable lodging accommodations within a reasonable distance of the event. If the venue is not within walking distance, check to see if the hotel will provide a shuttle service. If not, factor in the availability and expense of taxi or car services for participants.
- Availability: Once you find out if the venue is available, check to see if the outer/other spaces are available as well. Be sure to determine if this is the venue or locale’s peak season. This will impact the amount of traffic in the common spaces and may preclude organic event networking opportunities (pool, VIP lounge, etc).
- Suitability: Does the proposed venue reflect or detract from the event’s image? It’s important that the venue is clearly aligned with not only the image that you are trying to project, but also that it’s the most appropriate place for your target audience as well. Be mindful of stakeholders and sponsors. Ask the venue coordinator if there will be other on-site events that clash with your event or branding message.
- Costs: Budget constraints should be conveyed to the venue from the start. However, if you have found the perfect fit for your event, ask if they would consider lowering the cost in exchange for a multi-year contract. Don’t be afraid to negotiate!
- Staffing: Find out the attendee to venue staff ratio to determine if there will be enough wait staff, concierge support, and security for your event. You will have a lot on your plate during event day, so check if there is an on-site dedicated venue coordinator or designee to assist with any issues that arise. Also, see if the staff will help you with surveys or onboarding and promoting your event app to your attendees.
- Facilities: Seek out a venue that has all of the components that you will need available for the event. This includes audiovisual equipment, stages, and microphones, You also have to be mindful of the set-up capacities, paying specific attention to seating arrangements and sponsor areas, as well as if you’ll have the ability to engage outside vendors and utilize break-out rooms.
- Branding: It’s very important to consider the ease of branding opportunities. Branding is key, so make sure you can do it! Ask the venue coordinator what signage and branding opportunities are available throughout the facility, not just in the event space itself. Can you utilize an in-house electronic marquee or place signage in the elevator space? These are questions to ask before you sign a dotted line.
- Technical: It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees. If not, this is an additional element you will need to provide. Also, determine if there will be tech support available onsite during your event. Nothing aggravates attendees more than having their mobile device stall or wandering aimlessly around the event searching for Wi-Fi.
- Food and Beverage: Parched throats? Not at your event! Most venues provide onsite food and beverage facilities. However, be sure to ask if you have the ability to bring in outside catering. Ask if they can accommodate food allergies or special diets, if they can manage additional last minute attendee requests, or if attendees are able to order a la carte during the event.