All events entail planning, and some events actually require more planning than others. Imagine trying to plan a conference; there are plenty of details that come with planning such a big event, especially if you have a few hundred attendees. But even smaller and more intimate events entail a good bit of planning, and it’s these smaller events which often have a greater impact on attendees as well. But whatever kind of event you are planning, the venue you choose for it will have a big say in how successful your event will be. Before you can begin planning all the other details of your event, you have to plan the venue first. How, then, can you make sure that the venue you have chosen is the best one? Are you planning an event? Here’s how you can select the best venue ever.
Determine its accessibility
Your event venue’s location is paramount if you would like to maximise attendance for your event. The venue’s accessibility and the location is actually the greatest factor when it comes to choosing a destination or site, so before you determine the venue, make sure that it can be accessed through different modes of transport. Transportation should be readily available, whether it’s by private vehicle or public transport or by plane or train. And if your guests or attendees are VIPs or executives, make sure the flights to the venue are not comprised of more than a few stopovers; otherwise, you may lose attendees. Additionally, you have to confirm if the venue has good parking or a valet service for guests who choose to drive. You can also make sure that the location of the place is in a pleasant area; the Cotswolds has always been a great location, for instance, and if you can, base your search on ‘event venues near me’ to get a good idea of what’s available.
Check its availability
Once you find some suitable prospective venues and locations, you should then check availability on the date/s of your event. Here’s where it also pays to have an open mind: if the site you are eyeing isn’t available, why not go one step further and check out other unique venues? There is now a lot of demand for non-traditional spaces such as barns, museums and galleries, and so on, so you may want to check these kinds of venues as well. You should also check if it’s peak season for the venue or the location of the venue, as this may also have an impact on the public spaces surrounding the venue.
Think about the venue’s suitability
Whilst you are considering the venue’s accessibility and location as well as its availability, you should also make it a point to think about the venue’s suitability. And by suitability, we mean how it can complement the kind of event you are having. In other words, does the place give your event a good image, and does it fit with your overall vision and theme for your event? The venue should undoubtedly reflect a positive image for your event rather than detract from it; it should be a good fit.
Determine the facilities
Of course, you also need to think about what kinds of facilities the venue can offer. This includes such components as audio-visual equipment, microphones, stages, and the like, and you also have to pay careful attention to the venue’s capacity in regard to the setup you want as well as seating arrangements and other amenities such as amenities for entertainment, recreation, and so on.