When planning an event, you are usually presented with numerous choices. However, there is no doubt that picking a venue is the one choice that will have the biggest effect on your event. The venue you select will directly affect catering options, the date of the event, and the attendees' experience. So, read on for the top 10 things you need to consider when choosing your event venue:
- Cost: Being conscious of the general cost of the event is a must for every organizer. A cost-conscious organizer may want to keep the venue cost down to allow more room in their budget for other important things like food and entertainment. It also encourages us to keep the dates of the event flexible as certain days of the week cost less.
- Location: For an event with attendees within a limited geographic range, a venue within a practical distance from most attendees’ homes or workplaces may make sense. If many attendees will be traveling from out of town, a venue near the airport or their hotels will be advantageous.
- Capacity: You’ll need to know the room capacity of the venues. Besides the fact that there are fire and safety codes that the venue has to abide by, 1,000 people just won't fit comfortably in a room with a 500-person capacity. It is important to be able to make an informed adjustment for a size of a room before your event.
- Parking: A venue with a parking lot is more preferred than a venue without one. Otherwise, you will have to provide more than adequate modes of transportation to the venue, tie up with car hailing services, or even offer valet parking, especially for events like a gala.
- Ambiance: The decor inside the venue says a lot of things. If you pay special attention to the existing decor inside the venue, you'll notice the style and architecture that the building’s interior conveys. Essentially, the less the ambiance matches the desired feeling of your event, the more decorating you’ll need to do to make up for it.
- Services and Amenities: Does it have tables, chairs and linens you can use? Does the venue have a kitchen and can it provide catering to your event? Does it have a setup and cleanup crew? Does it have Audio Video capabilities? All of these questions will matter in the long run, especially when organizing a high-profile event.
- Layout: It is imperative to have a rough gist of what types of activities you’ll be including, the amenities you’ll require, and the needs of your team and the attendees. That means having a layout. This also includes getting an illustrated floor plan and considering the flow of traffic for your event.
- Insurance: Some venues won’t even do business with you if you don’t have insurance. There are several venues that require a certain amount of liability. No matter the size of your event or how well prepared you are, you never know when the worst-case scenario could become your reality. Insurance associated with events covers and protects planners in several specific areas.
- Accessibility: Basically, accessibility refers to the ability of everyone, especially those with special needs, to access the building and its amenities. Reviewing recent events hosted by your organization may give you a sense of this. It's easy to neglect people with special needs when planning an event, thus you should give due attention to this.
- Acoustics: Acoustics is basically just a fancy word for how sound travels through the venue. A low ceiling will make the venue seem cozy, but it will make it louder if it’s packed. Alternatively, a large warehouse-style venue will result in reverberation.
There’s so much to consider when choosing your event’s venue. Howbeit, if you take the above into consideration, there's no doubt you’ll find the perfect venue for your event. In the meantime, check out our spacious halls and function rooms. They may just be the event venue you’re looking for.