If you are organizing an event, there are many decisions that you may have to confront. Deciding on the venue of the event is one such big decision you will have to make but it has a huge impact on the success of the event. Planning for an event needs you to have some critical information about the event such as the date, number of people to grace the event, VIPs, and more. Making some of these decisions can be intimidating for first-time event organizers, but venue selection should be tackled the right way because it will have a huge impact on the event.
Searching for the venue requires thorough research and handy information such as the budget, attendees, and whether the event is formal or informal. With these things at your fingertips, you are ready to begin your search. Depending on the type of event, you must plan to market or let the guests know and remind them periodically before the D-day. Booking the venue six months before guarantees you that you will have the priority of the owners during the material day.
Finding a venue may take you some time but you can use these two shortcuts to make things easy: contact the local area visitors bureau and find out venues available that suits your event and secondly, use online tools to find the best venues for your event. Consider the following factors when you are ready to search for the venue suitable for your event:
Factors to consider
Cost: this is the most fundamental factor that determines the venue for your event. Depending on the budget at stake, the cost will decide for you whether a venue is cost-effective or too classy for your type of event. A cost-effective venue will allow you to include some beverages and food for your guests or entertainment. Consider being flexible for your event because some venues charge less during certain days and charge higher respectively during peak days.
Ambience: event organizers should pay special attention to the ambience of a venue when selecting one for an event, but depending on the type of event; the architecture of the venue plays a critical role in deciding the amount of decor required to upscale to match the event.
Amenities available: additionally, amenities and services a venue offer play a critical role in venue decision. Amenities to consider before choosing a venue include; kitchen facilities, boarding facilities and more. Check whether the venue has built-in video screens and audio systems. If not, you will have to source these items for your event to run smoothly on a material day.
Convenient location: choose a venue that’s near the majority of attendees so that if you will organize transportation to the venue, it won’t be costly. If you will be hosting attendees at a hotel, choose the venue closer to hotels to make it convenient for people to commute and arrive on time for the event.
Check the capacity: choose a venue that can host the number of attendees you have on your checklist. You can expect over 500 attendees to fit into a 200 capacity venue. And if you are offering food and beverages, what is the budget for one attendee, take note of this factor to guide you in choosing a venue for your event.
Parking: consider a venue with enough parking for the number of attendees you are anticipate attending.
Finding the right event venue is essential for your event’s success.