The success of your event relies on choosing the right venue. Your venue sets the tone for the event, so some simple considerations can lead to creating an impactful event.
If you’re working with an event production company, it’s important to bring them into the venue selection discussion early so they can assist you in making that decision.
Let’s discuss some of the main things you need to look for when choosing a venue for your next event.
Define Your Event Requirements
Before you begin your venue search, it’s important to define your event requirements. Start by identifying the size and type of event you’re planning. Is it a corporate conference, tradeshow, or fundraiser? The type of event will determine the kind of venue you need for your event. Will a hotel conference room be sufficient, or do you need a larger space with multiple rooms serving different purposes?
Next, how many attendees do you plan on having? You need to select a venue that can hold that many people. You also need to know if you want a cozy dining venue or roomy accommodations for trade show booths with plenty of space and lighting.
You’ll also need to select the dates and times of your event so that you can check to make sure the venue has the time available for your event.
Also, think about any special requirements like staging, audiovisual equipment, breakout rooms, a tradeshow floor or any other specific layout needs that are required for your event. Clearly outlining these details will help you narrow down your venue options so you can find a venue that meets your vision and the logistics of the event.
Budget Considerations
When selecting a venue, setting a budget is crucial. Start by determining how much you can afford to spend and make sure to stick to that number as much as possible. Remember that deposits, rental fees, and additional charges might come up, like setup, cleanup, or overtime fees. Many larger venues require you to pay their staff to haul in and set up booths and displays, and many charge for power, carpet, and even truck dock access.
It’s important to get a clear picture of all potential expenses to avoid any surprises. You might be tempted to go for the cheapest option, but that is not always the best value. Sometimes, spending a bit more on a better-equipped or more conveniently located venue can save you money and hassles. By carefully considering your budget and what you’re getting for your money, you can find a venue that offers you the best value for your money and your time.
Location and Accessibility
When selecting a venue, location and accessibility are factors you should think about. Try to find a location that’s convenient for your attendees. Look at the transportation options that are available and make sure that there’s enough parking for people that are driving to the event. Also, make sure that there is access to public transportation, taxis, Uber or other options.
If you have people coming from out of town, make sure there are enough nearby hotels, hopefully with a variety of room rates, for your attendees.
You may also want to consider nearby cultural resources. For multiple-day events, guests may want to do something during off hours. Coffee shops, museums, shopping, restaurants, or other nearby destinations for an energizing nightlife will all add to the sensation of your event.
Amenities and Services
You should also consider other amenities and services. Check to see if the venue offers on-site catering and bar services. If they offer these types of services, you won’t need to find an additional caterer for your event. Be sure to check out their menu and sample the food before the event to ensure that the quality is good, and make sure they meet your budget as well.
Also, look into the availability of audiovisual equipment and technical support, which are crucial for presentations, speeches and entertainment. If they don’t have these options available, ensure that you hire a professional audio-visual production team to help you in this area.
Additionally, think about other services that could make your event even better, like security, event staff, and table decorations. A venue that provides these kinds of amenities can save you time and effort, even if there are upcharges from the venue.
Check out the venue’s accessibility options to ensure it accommodates people with varying abilities. Look for things like ramps, elevators, and accessible restrooms, with the provisions located conveniently near your event.
Set Up A Tour
Make sure you take time to tour the venue so you can see firsthand what the facilities look like. It’s important that the event production company also visits the venue, too, so they can offer insights as to the offerings of the venue.
Remember, the venue can make or break your event. Planning ahead and knowing what you need to look for in a venue is crucial to your event’s success!
Start Planning Your Next Event
Ready to start preparing for your next event? If you’re seeking guidance on the production side of your event experience, connect with the team of event professionals at Wired Production Group. Our event experts are ready to help research, design, and execute the most memorable event you’ve planned to date.