The Event Planner’s Guide to Choosing a Proper Venue

Choosing the proper venue for an event performs a key part in determining whether it is going to be a success. The wrong venue may depress admission sales and minimize attendance. The ideal site may inspire those who are undecided to sign up, and pave the way for higher attendance numbers down the road.

Location selection is a complicated process which demands focus on countless particulars. You’ll have to think about your requirements (e.g. timeline, access to A/V equipment, etc.) in addition to accommodations and transportation needs. You’ll also need to find out if reliable caterers may accommodate the location. And naturally, bear in mind about your finances.

Keeping these and additional specifics organized can be challenging, even for skilled event planners. Below, we provide a quick guide to help smooth the procedure. The subsequent suggestions will help you to recognize a suitable location for your function at a cost that fits your price range.

Stay Open to Alternative Venues

Location is a primary driver of expense. Holding your seminar in the heart of Washington D.C. for example, will certainly present a much higher price than doing thus in a facility on the city’s outskirts. Also, bear in mind that a lot of resorts and conference facilities encounter surges in operation at particular times of the year. For instance, trying to reserve the Las Vegas Convention Center during the course of the ASD trade show in July and August each and every year would be ineffective.

Don’t disregard locations merely because they are situated outside major cities. Many of them will have the staff and equipment in place to ably host your event (many can even supply a set of dependable caterers)

Moreover, the employees at such facilities often have just as much knowledge about seminars and commercial meetings as their competitors in the middle of the city.

A side benefit: semi-remote venues are generally much less pricey than ones in major towns and cities; the meals, lodging, and transportation options are similarly cheaper, which means more people are more likely to show up.

Bear In Mind Your Audio/Visual Needs

You will need specific devices to be available for use during your event. For instance, if you’re managing a seminar, your keynote speakers will need mics (or cordless lavalier clip-ons) and LCD projectors. You may additionally require large displays on which to play films, computers with wireless internet access, and interactive video gear. A few of your speakers may additionally want materials on which they may write (e.g. large dry erase boards) during their time in front of attendees.

Make an observation concerning each and every item of equipment you will need for your event. Then, ask prospective venues whether they can supply them. Eliminate the facilities that are not able to do so.

Go To The Venue And Check It Out Before Agreeing To Book It

Unless you have tried a venue for previous functions, it’s a very good idea to visit it before booking your reservation. Details like expense, location, and devices, may appear perfect “on paper” while the site is, in truth, significantly less so.

When going to a facility, pay attention to the size of the room (or rooms), even if the administrator has assured you there’s sufficient space. Consider the layout. Are there pillars or other structures that might obstruct? Are electrical outlets available through the entire room?

Also, make sure the venue provides a calm atmosphere. If noise from elsewhere (e.g. hallways, kitchen, etc.) filters inside, attendees may become distracted. Walk through the venue, and note the sizes and locations of restrooms. Then, venture outside of the venue to inspect the parking arrangements. Is the parking lot large enough to offer adequate space for everybody who goes to your event?

These details are going to become clear if you physically go to the venue. While doing this may be bothersome – especially if you are forced to journey out of state – it will help ensure the venue can accommodate your needs.

Selecting a suitable location must also take into account access to readily available catering options, local attractions, and of course, whether the cost fits your spending budget. That said, the areas mentioned above will have a direct affect on your event’s success.

To learn more about event planners, visit www.regonline.com.