When organizing an event, you will be faced with many difficult decisions. But choosing the best venue and location for your event is the most important. The venue and location of your event will affect everything from the date to the speaker lineup to the catering options and the experience for attendees.
This sounds a little intimidating. This doesn’t have to be the case. Here are some guidelines on what to consider when making a decision and how to improve.
When To Start Looking For A Venue
When looking for a location, a good rule to remember is The earlier, the better. Once you are clear on the 3 main factors of budget, event size, and space requirements, you can start your search.
Book your venue at least eight months in advance. This will give you time to plan for other important things like securing speakers, creating a website and event program, starting ticket sales, and engaging with attendees.
What To Consider When Searching For A Venue
1. Services and amenities
- Does it have a catering service? In this case, the venue will waive the facility fees and charge only a deposit, as well as the cost of the food per attendee. You may be required to use a partner food provider if the venue does not have kitchen facilities. Check their food ahead of time to ensure that it doesn’t contain any allergens. Choose a venue with great food or one that allows outside vendors to provide food.
- Does the venue have linens, tables, and chairs available to use? Using what a venue has, you can save a lot of money, provided it fits with your theme and ambiance.
- Does the venue have a set-up/clean-up team? It is rare to find a venue that has a dedicated crew for both. You’ll have to create your own event hire in rotorua team or recruit volunteers if these services are not available.
- Does the venue have audio-visual capabilities? You may be able to use some venues’ equipment, while others require that you bring it in.
2. Location
You’ve probably already thought about the location of a venue. You may want to find a venue that is within reasonable distance of the homes or workplaces of most attendees for a local event. If any of your attendees are coming from outside the city, it would be better to choose a venue that is near an airport or hotel. Don’t forget about traffic, parking, and transportation options.
You can reduce the likelihood of attendees being late by providing them with a mobile app. This is an industry-standard these days. Your attendees will be more confident when they have access to maps, driving instructions, parking/shuttle info, etc. Maps with pins can be very helpful if the event is being held on a campus or in an institute. Interactive indoor maps are useful for events that include exhibitions, parallel sessions, or posters.
3. Capacity minimums
- What is the capacity? There are a number of reasons why you’ll want to know what the room capacity is. If you estimate that your event will be 500 people, then a room’s capacity is 250. This would not allow for a comfortable fit. It may be wise to invest in a capping program for your sessions to ensure that you do not overcrowd certain rooms. There are also fire and safety codes which the venue must adhere to.
- What is the F&B Minimum? When your venue provides food and/or drinks and has a minimum amount for food and beverages (also known as an F&B minimum), make sure that past F&B spending records are on par with the minimum. You are a great customer if you spend more than the venue expects. Negotiate if they will provide a complimentary service, e.g., Upgrade Wi-Fi and A/V support, if you spend a certain amount.
- How can I adjust based on feedback from attendees? You need to be able to make informed adjustments for the size of your room or F&B before or during an event. You can save time and money by using live polling in an event app to easily count attendees or get instant feedback.
4. Internet and Wi-Fi access
Is the venue able to provide internet and wifi access for your event? Do they also offer wireless internet in their hotel rooms and conference rooms? In today’s world, it is important to stay connected. It is not only useful for attendees and staff, but it allows them to connect with each other and check the event schedule.
5. Parking
Is there a parking area or valet parking at the venue? It is best to choose a venue that has enough parking spaces. If that is not possible, check if there are nearby parking lots that attendees can use. You’re not out of options if there isn’t any parking.
- You can either charge attendees for parking or include it in your ticket price.
- Check out the discounts that Uber and Lyft offer for events. You can set up a promo code with them and then distribute it to your attendees.
- Share a taxi or ride with other attendees. This would be an opportunity for attendees to get to know each other. The Conference App, like we provides a Community Board as well as a Group Chat feature that can help with this. Click here for more information.
- Even if your venue does not offer valet parking, you can still provide it. If the event is a high-end event, such as a Gala, a valet service may be necessary.
6. Layout
Even though locating the venue is usually done earlier in the process, it’s still important to have an idea of the activities that you will be incorporating, the amenities required, and what your team’s and attendees’ needs are.
If you are having trouble narrowing down the choices, get a floor plan for each venue. Walk through it at least once and make note of any important details, like where the outlets and AV equipment are located.
The floor plan and layout will have a major impact on a number of different aspects:
- Traffic Flow: Consider the traffic flow through your event. What areas are likely to be busy at your event? Registration? The doors of the auditorium? When choosing a venue, keep this in mind. Also, consider how the tables and décor are set up.
- Event Activities: To have keynote speakers, you will need either a stage or a place to put a rented one. Do you require a demonstration area? Will there be a pub?
You can upload the floor map after you find a venue with a floor plan and layout that suits your event. This is a fantastic tool for your guests to see the layout of your event and to navigate through all the activities.
7. Ambiance and accessibility
Take into consideration the decor at your venue. The appearance of a venue will have a significant impact on the mood and atmosphere at your event. Attention should be paid to the architecture and the message that is conveyed through the interior design. Your requirements for a gala will be different from those of an expo. If the venue doesn’t match the desired tone of your event (e.g., upscale, high-tech), it may be necessary to spend more on decorations.
Accessibility is also important for an event. This ensures all attendees, especially those with special requirements, can utilize the building and amenities. Understanding your attendees’ needs will help you to address this. You may know that there will be kids, but you may not be aware of any other special needs. You can gain insight into this by reviewing past events that your team has organized.
The style of the venue can be used to guide your event’s atmosphere. Accessibility is important for everyone, even those with special needs. You can tailor your plans to meet the needs of attendees by assessing previous events.
8. Insurance
According to BizBash, a popular resource for the event industry, some venues will not even do business with a person who does not have insurance.
Amy Hallquist Hamric, President of Hallquist Insurance Agency, agrees with BizBash.
Hallquist says that there are venues that require an additional insurance policy for their event. You can usually ask your general insurance agent to add this endorsement for you. This is a good idea, but you should also start planning early to get this endorsement.
9. Acoustics
Have you ever attended an event in which the noise was so loud that you had to strain to hear other people and ended up hoarse, all within one night? The acoustics of the venue can have a significant impact on how the sound is transmitted within the room. A venue with low ceilings might have a cozy feel, but the noise is amplified when it gets crowded. A large warehouse can create echoes. This is what architects call “reverberation.”
The acoustics of the venue you choose may not be your only consideration, but they are still important. You can improve acoustics by using outdoor patios next to the venue. Armstrong Ceilings’ article for the American Institute for Architects suggests using acoustical canopies or clouds to improve a venue’s acoustics.
10. Contract flexibility and force majeure
Negotiating flexible contract terms is also a good idea since your event may be postponed due to unforeseeable factors. A lockdown or natural disaster, for example, could prevent attendees from attending even if they have already registered. You can ask the venue if it has a clause that covers force majeure. This will protect you against losing your entire deposit.
11. Flexible dates for events
It is important to be flexible when it comes to the date of your event. There may be open dates in their calendars that they are looking to fill. You are more likely to get a discount and to find a venue quickly if you provide 2-3 dates.
12. Obligations of internal service providers
Do you need to use the venue’s internal service providers for your event? Many event venues have their preferred or exclusive service providers they insist event planners use. They are often connected to the venue by contract or partnership, so they understand the rules and layout. They are often in-house service providers of things like audio-visual equipment, security, decor, and catering. If the venue you’re using for your event requires that these in-house service providers be used, it can make it difficult to hire your own.
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