The process of choosing the right event for your event can be daunting. From the available dates to parking availability, accommodation for guests, and the venue’s price, how will you know you are making the right choice?
Why Choose the Right Venue?
Not only does an event venue needs to be big to accommodate your guests, but it must also have the right amenities and services. With such a venue, you can:
- Improve your team’s morale
- Network with organizations
- Build a solid relationship with partners/clients
- Create a good impression of your business
Types of Event Venues
Event venues vary greatly in service, style, size, and types of events they may accommodate. There are some that offer overnight accommodations, while others concentrate on the event space. Examples of event venues are:
- Wineries and breweries
- Sports clubs
- Conference centers
- Art galleries
When to Start Finding a Venue
Basically, you should start looking for one as soon as possible, as other planners could be planning events on the same day and time.
It is advisable to book a venue between 5 and 8 months earlier so you can have more time to plan other things, like securing sponsors/guest speakers, booking catering, and creating brochures. Visit NHN group if you’d like to know more about security services.
Key Factors to Look at
Choosing the right revenue for your event is a challenging feat, as many factors must be considered. But the good news is that whether you want to host a baby shower, holiday party, family reunion, office party, or any other special event, experts have broken down everything for you through the following:
Whether you plan a laid-back BBQ or a formal gala, the best decor will convey the desired theme and set the tone of your event. For instance, elegant arrangements and polyester banquet chair cover can be suitable for weddings, while colorful balloons and streamers will be suitable for kids’ birthday parties.
For events with guests within a limited geographical range, choosing an event venue within a reasonable distance from many attendees’ places of work or home will make sense.
If most guests will travel from town, host an event at the venue near hotels or an airport. But if they are housed at one location, hosting an event at that same hotel will help to eliminate the need for valet parking, not to mention, your guests won’t be late because of getting lost.
Although you might look for your event venue early during the planning process, you might still want to have a better idea of the kind of activities you may include, the needs of your guest/team, and the amenities you need.
As you narrow down your options, get an illustration of every event’s floor plan, and visit your favorites to take care of vital things.
These days, valet parking is an important requirement for venues with marriage events or high-profile guests.
With valet parking, your guests will also have nothing to worry about their cars as they will attend the event stress-free.
If you are worried about whether your attendees will have a memorable and fun event, you should find a venue that is flexible about the contract. This is to make sure everything goes smoothly.
For instance, if you are looking to host a conference but have a specific speaker who you believe will attract more guests than expected, you may want to change the location to a bigger space if necessary.
Catering and Visual-Audio Services
Whether you plan to host an event cocktail reception, elegant dinner banquet, mid-day business meeting, or morning press conference, make sure the event venue has the experience to host the same kind of events and have a team dedicated to help with planning A/V support, beverage options, and menu.
A venue with its own in-house A/V and catering services is the best because they have everything on set and can provide you solutions on the fly when you need something during the event.
Your guests expect to be able to text their family/friends, post on social sites throughout the event, and check emails, especially when the event will take a couple of days. To enable them to do that, ensure your event venue has a strong and reliable Wi-Fi connection throughout the space.
If you intend to hire a DJ to provide entertainment or invite performing artists, speakers, or MCs, determine how much space will be required to set up lighting, speakers, and a booth. Check also how much setting-up time they need and ensure your venue is open in good time.
Reviews and Recommendations
If you plan to host an event at a venue where you have never been to, it will help a lot to read online reviews and ask for referrals. You may do this through a local bureau and attendees or staff who reside near the areas as they know the ins and outs of that venue.
Determine the venue-to-attendee staff ratio so you can know whether your event is going to have enough concierge support, security, and waiting staff. You will also have a lot on your plate during the event. Therefore, check whether there will be an onsite dedicated venue tech support, designer, or coordinator to help out with several issues at the event.
Consider the brand and the vibe you want to show when choosing the right venue for your event. For example, if you are working for a B2B tech company or modern brand, an improved event space with 2023s carpet and paneling will create the vibe you want.
Most venues have restrictions for things such as alcohol consumption, videography/photography, music, and decoration. In the case of an outdoor event, some venues might not allow you to use outdoor space. In order to avoid unexpected last-minute scrambling, be clear on those restrictions up front.
Choosing the best venue for your event is important to ensure its success. With a good venue that checks all the right boxes, you won’t just create a well-organized event but also a memorable one for every guest.