As an event organizer, you need to juggle multiple situations at once. It can be almost overwhelming and you may start feeling the need to be at more than one place simultaneously in order to get your work done in time. One of the most stressful tasks about planning an event has to be venue booking.
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Choosing the right venue that is well within your budget while also being appealing to your guests is challenging. A unique, show-stopping venue holds the potential to set the scene and mood of the event and it dictates several choices that you have to make for the event to be successful. The cuisine of the food, the type of entertainment you want to offer, it all depends on the kind of venue you select. In this week’s blog post, let us talk about the most quintessential points you need to consider when choosing an event venue.
Read The 6-Point Checklist:
1. Start Looking For The Event Venue In Advance
From the time you come upon the opportunity to host an event, start looking for the event venue. You do not need to dedicate hours to this task as of now but it should not escape your mind. Once you are done hosting your event website on any event management software, you need to start looking for a place more aggressively.
Using an online event management platform will give you a basic understanding of the number of attendees you will have to entertain. With the event budget prepared beforehand, you will get a fair idea of the space requirements and affordability. Based on this data, it is practical to complete venue booking at least 4-6 months in advance so that you get the time to arrange other important things like catering, brochures and more.
2. Consider the Venue Location
Needless to say, deciding on where you want your event to take place can give you sleepless nights! Ask yourself these questions –
Is it a local event? If yes, look for venues that are centrally located in the city.
Are guests coming from out of town? In this case, the venue should be near major airports, stations, and hotels or it should be easily accessible by road with frequent cab services.
Consider looking for places that provide parking facilities with enough space so that your attendees can reach the venue without any extra hassle of traffic or transportation unavailability.
3. Understand the Venue Capacity
Online event management software has now made it possible for event organizers to use mobile event management solutions that provide them with the list of event attendees at the start of the event. It also provides real-time event analytics which can help you figure out the attendee headcount. Additionally, mobile apps of the best venue booking software can easy check-in facility that does the work in seconds. This is especially helpful in case of large events.
Using these features, look for event venues that have the capacity to support the number of attendees coming to your event. Secondly, make sure to check the fire and safety codes before going forward with the venue booking.
4. Check for Services and Amenities
Event management solutions provided by bigger venues often encompass kitchen and catering facilities. Here are some pointers to check when you go venue hunting –
Does the venue of your choice have a kitchen? If yes, do they charge an extra fee? Try their catering service beforehand, taste the food and judge their service. If it is not up to the mark, check if the venue permits you to hire external caterers.
When it comes to amenities, check for the availability of audio-visual equipment, air conditioners, needful furniture, and setup crew. Checking for these facilities beforehand is important because you will need time to arrange for everything independently if the venue does not provide these.
5. Determine the Layout and Ambience
Running an event management platform requires you to properly plan and manage the aesthetics too. Get yourself a floor plan for the event venue and take note of the following –
Figure out crowd dynamics across the floor plan. Map specific spots that may attract increased visitors/attendees. This could be the registration area or the food outlets or some other important zone on your floor plan. Doing so will help you plan the furniture set up and decor.
Using the best venue booking software, you can announce the keynote speaker or special guests of the event. But where will they sit and where would you need to set up a stage and related AV equipment? You need to determine all these aspects early in the event planning process to avoid any issues later.
As for the ambiance, creating an atmosphere that complements the theme of your event is necessary. A venue best suited for a gala night will never be the right choice if you are hosting a conference for businessmen. But setting up the internal decor and modifying the venue in a way that appeals to the audience is expensive. The best way is to book a venue that wholly represents the subject of your event.
6. Be Flexible on Event Dates to Reduce Venue Booking Cost
One of the key benefits of selecting a venue way early is that it gives you negotiating power. Give the venue owners 2-3 event date options. They may have an open slot on their calendar that they wish to fill, which gives you the upper-hand to negotiate the booking fee with them.
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There is a lot to consider when selecting an event venue. But if you keep the above points in mind when embarking on your venue hunting journey, you are sure to find the perfect place to host your event. Event planners have so much to manage in every aspect of event planning. At Eventurbo, we aim to make the process a lot simpler with our event planning platform.
The best events are just a click away.