When organizing an event, there are a myriad of decisions to be made and it can seem very daunting at the start. However, choosing a venue is one decision that will have a huge impact on your event, so when selecting it is extremely important to consider the following 8 factors:
If you are struggling to keep your event in budget because of venue cost, being flexible on the date can be a great negotiating tool. Often particular days of the week will cost less, which leaves more in your budget for food, beverages and entertainment to wow your guests.
Location is also vital for any event and needs to be carefully considered. If you are holding an event for attendees all coming from one geographical area then it might make sense to consider a venue that is more local, which will cut down on both travel time and costs for the majority of attendees. If however, there is a more diverse geographical range including a lot of overseas guests then it would be worth considering hosting the event nearer to the airport.
Location will also have a large impact on cost. For instance if you are looking for a venue in the centre of town it is often more expensive than those on the outskirts. So if you are struggling with the budget slightly altering the location can make a big difference.
The décor of a venue is important to take into account and whether it will fit well with your theme or specifications. If not, then you may need to spend additional money on decorating the venue so that it is in-keeping with your vision for the event and also your company ethos. So sometimes it is worthwhile considering spending additional funds on hiring a venue that requires less decoration to fit your event specifications.
- Services and Amenities
The services provided by your chosen venue need to be taken into consideration. For example if you need a certain level of technology or A.V. to be available this needs to be taken into account in the initial planning stages; listing the facilities you wish to have early on will help to avoid any unnecessary stress later on.
- Capacity and Minimums
Knowing the capacity and layout of the room you are hiring is vital. You need to make sure that your guests will all fit in the space comfortably and that it coincides with any health and safety codes that the venue has to abide by.
With regards to minimum numbers it is important to select a number to contract to that you are certain you will meet to avoid having any additional charges. It is useful to look at past attendance records, if this is an event that has run previously, to estimate your numbers for the vent.
Make note of whether a venue has parking available onsite, if this is complimentary or if there is an additional charge. Costs like this need to be taken into account when budgeting for an event. If parking is not available on site the venue should be able to suggest alternative nearby parking and they often have agreements with local car parks to get cheaper parking for your guests.
To ensure that the venue can incorporate all of your ideas for an event it is good to have a rough idea of the sort of activities you wish to pursue, whether this is simply a meeting room with a screen and projector or somewhere that can also facilitate team-building activities. This needs to be taken into account to some extent in the early planning stages.
If you are going to have guests at your event that require accessible facilities this needs to be factored in. Although accessibility within venues is improving and most will have good access to meeting spaces, bedrooms that are fully accessible are not always readily available. So you will need to have some understanding of who your attendees are and what their needs might be.