How to Choose the Right Venue for Your In-Person Event
Searching for the right venue for an upcoming face-to-face event can be like finding a needle in a haystack. As a planner, you understand that finding a suitable space is just the first piece of the puzzle of making a successful event.
With various venue options available and considerations to remember, it can take time to start the search. Discover these tips to make choosing the right venue as stress-free as possible.
- Assess the Location
The location should be your prime consideration when looking for the perfect venue. If your attendees live close to each other, look for a place near their homes. However, if you have out-of-town guests, within walking distance of hotels or near the airport is more suitable.
It’s also worth considering if your venue is near public transportation, such as metro hubs and stations. If yes, are your guests accustomed to riding trains, buses and other modes of transport? Will you send out a car service to pick them up? Keep the attendees’ comfort in mind as much as possible when deciding on the location.
- Consider Size and Capacity
A room with a 500-person capacity can’t accommodate 1,000 guests. It’s also unreasonable to book a 1,000-seat venue for an intimate gathering of 50 people. Before locking in your decision for the space, estimate the number of people expected to attend. This will help you select a venue that can comfortably accommodate your crowd.
The next thing to do is consult venue capacity — review the maximum capacity limit and ensure they align with your estimated attendees. For flexibility, choose a location with configurable layouts that allow you to adapt the space to match your event’s needs.
Another consideration is the food and beverage (F&B) minimums. Are you planning to outsource the catering services or looking for a venue with food offerings?
Event locations have varying requirements, so you must choose one that aligns with your budget. Remember that the F&B minimum allows you to customize your menu and negotiate more favorable terms.
- Think About Acoustics
The venue space’s acoustics, which refer to how sound moves within an area, are essential to your event’s success. A low-ceiling space might create a more intimate atmosphere, but the noise can quickly amplify when crowded. A large room can lead to echoes, often called “reverberation.”
The quality of acoustics should match the nature of your event. For instance, if you’re hosting a conference, an indoor venue with a clear and intelligible sound system will enable participants to understand speakers clearly.
- Perfect the Layout
When searching for the perfect location, you must know the event activities, required amenities and equipment for the team and attendees. Ensure you get an illustrated floor plan of each area and walk through them at least once. Note vital information, such as the number of outlets, microphones and stage size.
The layout will affect the following event details:
- Event flow and traffic: Which areas will receive the most traffic? Where’s the registration booth? What’s the size of the stage? How many tables can fit in the venue? Keep these questions in mind when looking for the perfect event space.
- Activities: A conference will likely need a stage and podium. A corporate Christmas party might require a space for a mobile bar. Assess how these event requirements will fit in the venue of your choice.
- Theme: Remember that your program should reflect your brand. When touring a venue, imagine where to display the signage or where a photobooth area might be situated.
- Set the Event Date
Choosing a suitable date is crucial, as it can determine the success of your event. Consider factors such as the event’s purpose, the time of the year, the event’s length and the guests.
Just like for a wedding, choosing a weekday or less popular season can help you save money because venues often offer discounted rates during off-peak days and months. Avoid booking during public holidays — this is when people are most likely to have plans to enjoy the day.
- Figure out Costs
Understanding that some venues offer flat rates and others offer additional fees will help you make a rational decision. Factors such as the number of rented rooms, food services, sound system and facilities can influence the final rates. Here are some tips to negotiate with your chosen venue:
- Compare multiple quotes: When you start planning early, you’ll enjoy more options when selecting your preferred date, venue, emcees and entertainment. Research and get quotes from different service providers to help you decide better.
- Consider package deals: Ask your venue about options that cover additional features like audio-visual equipment, catering and event marketing. Look for spaces that offer competitive rental rates that include linens, room setups and other basics.
- Ask for options: Instead of rejecting the initial offer, you can inquire about alternative proposals that better suit your needs. Try also to do counter offers that answer the venue’s interests. For instance, you can ask for a lower rate if you book for two days.
- Get to Know Event Staff
You must ensure you’re working with experienced and friendly people. You might have lavish decorations and a lovely venue, but an inattentive staff can ruin the experience for your guests.
When inquiring about staff, ask if the workers have managed similar programs to the one you’re planning and who will be your point of contact throughout the planning process. Take note that the ideal venue should have an event manager who will act as your partner in managing the logistics required to run your program.
- Do Your Research
Scroll through venue options online. Ask your trusted colleagues for testimonials and their experiences about their previously attended events. Download digital marketing materials and view websites. It’s always better to reach out to experienced planners because they already have firsthand experience.
Plan Your Event Today
Event planning comes with a lot of considerations to keep in mind. Selecting the right venue for your program sets a foundation for an excellent time for you and your guests. With these tips in mind, you’re on your way to finding the best place for your event.
About the Author / Ana Almeida
