No event will be successful without the right venue. Looking for the best space takes a lot of time and planning, but the task does not need to be overwhelming. In fact, the search for the perfect venue can be a fun challenge for professional event planners and even amateurs. Once you decided what kind of event you want to have, the next step is to locate a place that will help you carry out your theme according to plan. That includes the look of the venue itself, accessibility and amount of leeway afforded to organizers to get creative.
What are the factors you should consider in the process of finding the best location?
1. Your guest list
Your venue will be largely dependent on the who will be attending your event. Will it be mostly older folks or the younger crowd? How many people are expected to come? How will they get there? Capacity is one of the limiting factors for a space. If you are expecting a crowd of 100, get a venue that can accommodate 20 percent more to make way for last minute attendees.
This is especially true for a concert or a trade fair. Aside from the capacity, also know your guests and their tastes. Ensure that your venue reflects not just the organizer’s preference but also the attendees. You don’t want people speaking badly about the event after, right?
2. Finalize and re-finalize dates.
Timing affects many decisions when it comes to choosing the venue. Depending on what kind of occasion you are organizing, you either have to be flexible with your date to get the space you want or be flexible with your venue just to make sure it happens on your exact date. Are your guests available on the said date? What venues are available at your desired time? Can you management team handle it given these factors?
3. Consider your financial resources.
Budget is another limiting factor in venue shopping. If you’re an event planner given a ceiling amount for your venue, then you should ensure that it stays under that limit, all other factors considered. Remember that it’s not just about renting the space. It’s also finding out if there are additional charges for catering and technical factors. Are you or your client willing to go over the budget just to secure the venue?
4. Take note of the venue’s restrictions.
Not all venues let you do anything you want. Some don’t want too many decorations. Some spaces prefer that you bring your own electrical peripherals. Some important factors to consider include availability of a parking space, venue-provided security (if any), vendor restrictions, catering restrictions and minimums, additional charges for outside decorations and equipment, and more. Your client might want to see balloons fill the ceiling, but if your venue will not allow that, then you have to rethink your strategy or choose another space altogether.
5. See for yourself.
Don’t just book a venue and send instructions over email or the phone. Go to the site itself so you can personally assess the space before signing any contracts. If it’s not possible, have pictures of the space sent to you so you can create a proper layout. Ask the caretaker to give you a tour of the surroundings, as well, even the restrooms. Note entry and exit points, locations of electrical sources, the road going there, and more.
After you’ve mapped everything out, run all of them by your client to ensure you are on the same page and he/she knows what to expect from the venue. Do you need help organizing your event? Our expert team will be happy to assist in all event planning and management aspects to ensure that yours runs smoothly.
