However, for you to pick a suitable venue for your event, you might need to consider some vital things which we'll be talking about below...
1.The Venue
Venues vary significantly. Some are just a large empty room, while others have multiple rooms and floors with various amenities. You should familiarize yourself with the layout of the venue. If you are hosting multiple concurrent workshops, or wish to offer VIP attendees a separate experience, then you will need a venue with distinct rooms offering that capability. It is key that your venue offers the spaces and resources to host your type of event flawlessly. Think about your program and all of its needs and keep that in mind as you search for the perfect venue.
2. Location
The place majority of your guest are matters a lot, it helps if the venue is located within a stone’s throw of landmarks. This is especially useful for out of town guests. You can market the event as an opportunity for checking out the town and its attractions, restaurants, museums and entertainment and shopping district. Make note of any nearby areas worth a visit pre- or post-event. For local conferences, consider a location fairly close to the majority of the attendees for easy access.
3. Catering
Catering is often thought of as a separate element from the venue, however; the two are intertwined. Most venues have their own catering service. If you opt for outside catering services you may be required to pay an additional fee. This is actually standard practice with most venues to ensure they acquire the highest profit margins.
Catering is often thought of as a separate element from the venue, however; the two are intertwined. Most venues have their own catering service. If you opt for outside catering services you may be required to pay an additional fee. This is actually standard practice with most venues to ensure they acquire the highest profit margins.
This is especially the case with venues that are frequently used for weddings. Such venues charge what is known as a cake-cutting fee if the cake is brought from an outside baker instead of using the venue’s own bakery service. An extra fee may also be charged if you are bring an external decorator. Or corking fee may be assessed as well for the serving of outside alcoholic beverages.
Therefore, it is pertinent to Check with the venue ahead of time to see if there are charges for using outside catering services. Your venue contract should outline such charges.
4. Lodging
Some guests may be coming from other areas, or even out of the country. These people are going to need overnight accommodations. Is the venue a hotel or resort? Is there a hotel within a block of the venue? If hotels are farther away, is there a shuttle that travels directly to the venue?
Some guests may be coming from other areas, or even out of the country. These people are going to need overnight accommodations. Is the venue a hotel or resort? Is there a hotel within a block of the venue? If hotels are farther away, is there a shuttle that travels directly to the venue?
Research nearby lodging centers, both boutique hotels and cheaper motels. If multiple guests require lodging, then check with these places to be sure there is enough vacancy for the day of the event. It also doesn’t hurt to enquire about possible room blocks for your group.
You need to be proactive and ask questions when choosing a venue. You need to know the venue like the back of your hand if you hope to give your guests the best event experience possible.
5. Amenities
What does the rental fee include besides use of the facility? Some venues provide custodial, bartender, and security services. Others may also have some extras that guests will appreciate, such as a pool table, massage chairs, spa, or a gym. Smaller amenities may include complimentary use of the facility’s printing/copying machine, free bottled water, and so on.
What does the rental fee include besides use of the facility? Some venues provide custodial, bartender, and security services. Others may also have some extras that guests will appreciate, such as a pool table, massage chairs, spa, or a gym. Smaller amenities may include complimentary use of the facility’s printing/copying machine, free bottled water, and so on.
Get a good understanding pre-signing your venue contract about what is included in your venue cost, tax /VAT and service rates, and what will be extra, and at what cost.
6. Suitability
Does the proposed venue reflect or detract from the event’s image? It’s important that the venue is clearly aligned with not only the image that you are trying to project, but also that it’s the most appropriate place for your target audience as well.
Be mindful of stakeholders and sponsors. Ask the venue coordinator if there will be other on-site events that clash with your event or branding message.
7. Costs: Budget constraints should be conveyed to the venue from the start. However, if you have found the perfect fit for your event, ask if they would consider lowering the cost in exchange for a multi-year contract. Don’t be afraid to negotiate!
