You have to consider many things before organizing an event. And all of above, the choice of venue is the most crucial thing to meditate on. Most of the planning associated with an event depends upon the selection of the venue. Budget is another constraint to consider followed by number of invitees.
After analyzing these three things now you can begin your hunt for the perfect venue. Finding the right venue requires some time. Here are few things to considering while you are searching for the event venue.
Budget and cost
Cost plays a decisive role before booking a venue. The selected venue should fit to your budget. It also should meet your requirement regarding food, drinks and entertainment. Being flexible with date can be a great negotiating tool as certain days of the week might cost you less.
Choose the venue at appropriate location so that everyone can get there easily. If your attendees are travelling from distance, then arrange the venue in such place that is easily accessible from their hotel or airport.
Accessibility and Parking
Accessibility refers to availability of transportation from and to the venue. Does the proposed venue have ample space for parking and valet services? Get the answer of the question before selecting the venue. If there is no parking space, then consider cost of parking which your guests will be paying. In addition, do not negate that group of guests who will get to the venue through public means of transportation. It should be easily accessible to them too.
Ambience and target audience
Do the proposed venue and its decor reflect the event’s image and branding? What does the building’s interior convey? The less the ambiance matches the desired feeling of your event (upscale, high tech, etc.) the more you have to spend on decoration. Be sure that the interior of the venue not only reflects the event but also your the taste and expectation.
Services and amenities
Does the venue offer certain services and amenities? Does the venue have kitchen and in house catering services? Or, ask whether you can cut cost by outsourcing catering services? Does the venue provide audio visual support for any kind of technological presentation and Wi-Fi accessibilities? Does the venue you are proposing have sufficient chairs, tables, and linen that matches your event’s theme? If these facilities are there, then you can go with it.
Event space and restrictions
Well consider the safety rules and regulations of the venue providing agency. There are fire and safety codes to follow. Restrictions may include alcohol sales, photographer/videographer, bringing in outside catering etc.
Event is important to further enhance your market presence, success and productivity. If the event is dedicated to office staffs, then it will have impact over employees’ morale. So choosing the right venue is must.