Choosing the perfect venue for an event has its challenges. You must consider many possibilities and facts to do it the right way. One of the most significant decisions you must make is where to host your event. The proper venue will save you many headaches. Here are our top tips for choosing the right forum.
Table of contents
Capacity needed for the event venue
It would help if you had an estimate of guests you’ll have. The maximum capacity of the venue for your event should match that number. Make sure everything is in order with emergency exits.
Location of your possible event venues
Location is crucial. Whenever you organize an event, you must consider where everyone is coming from. Are they locals and live in a particular area, or are they flying in, and you should consider a location near the airport or hotel they are staying in?
Parking around the event venues
Yes, a relatively common problem is the lack of parking space. Check with the venue if they offer valet parking or complimentary parking time. If not, consider nearby parking lots that your attendees can access easily. Other options include Uber and Lyft event discounts.
Services you’ll need for your event venues
Check if the venue has a kitchen and provide catering service and if you like what they serve. If you are not pleased with their food, make sure they allow you to bring your vendor, as many venues restrict caterers’ entrance when they have a kitchen.
Do they offer chairs, tables, and linens? If they do, make sure they match your decoration or ambiance. Ask if they do the setup and cleaning or if it comes at an extra cost.
What type of audio-visual equipment do they provide? This can save you time and money. A well-equipped venue is the best choice you can make.
Have an idea of the activities your event will include. This will give you an idea of the spaces you need. For example:
- Registration space
- Conference Room
- Outdoor space
- Demo area
Understand your attendees’ needs and find out if the venue has them covered. For example, if you know children will attend your event, you should find a children’s safe venue, same with those individuals with special needs, make sure they can access all the venue amenities.
As you see, a lot must be considered before deciding on signing for a venue. Find out what you need and look for the venue that exceeds those needs. You will find it.