When you venue search for your next event you need to be considering a lot more than just how much it will cost you. A successful event or conference will rely heavily on it’s location, you will need somewhere that will accommodate the type of people you will be inviting as well as how many there will be. When planning an event you will need to consider the following:
Is it suitable?
Firstly you will need to consider if a venue is suitable for your corporate image and the impression you are trying to give. Events are often used to impress potential or current clients, so making sure your company maintains a good impression is important. Also will it appeal to those attending? You want to show that you know your attendees well enough to make sure they are comfortable at the venue.
You need to make sure the venue you’ve chosen will be available on the dates you need, and how flexible will it be if for some reason you need to change the date. If your venue offers any specific equipment or if people will be staying there, you need to make sure that will also be available on the dates.
It’s important to make sure your venue is easily accessible by the people you invite, an event that seems like too much effort to get to won’t seem very appealing will it? Consider the route people will need to take to get there if it’s a bit out of the way, and if public transport is a viable option. Also if you’re planning any sort of activities you need to consider how well your location will cater for it
Depending on how many people will be attending and the purpose of the event, you will need to have to book the venue accordingly. Does it have the capacity to seat all of your attendees comfortably? They will be a lot happier this way and your event will be well received because of it. The size of your venue can help you out greatly when it comes to the lay out; with more room you’ll have a lot more options and be able to customise it to suit your needs.
First and foremost, can you afford the venue? You may have found the perfect place to hold your event but if you can’t afford it, it doesn’t make sense for business. Always make sure to have a budget and stick to it. With that said, you want a venue that offers everything you need to make your event a success. Always try and get the best price possible to stay inside of your budget, find out if they will offer any discounts or if the price can be negotiated in any way. Make sure you find out the flat rate so that no hidden or extra costs will appear later on and take you over budget.
Most event management companies offer a free venue search service, which will save you lots of time and money. With lots of experience they will find you the best venue to suit your needs and make sure your event is a success.