When organizing an event, you're confronted with many decisions, but choosing the right venue and location is the one decision that will have the largest impact on your event
The earlier the better! Book a venue at least 6 months in advance so that you will have enough time to plan other critical things. But before you book, here are the things you need to consider when choosing venue for your next event.
1. Location
For a local event, you may be looking for a venue within a reasonable distance from most attendees' homes or places of work. If many attendees will be traveling, a venue near the metro or bus station will be beneficial. In whichever case, don't forget to consider traffic, transportation, and parking options.
2. Parking
Does the venue have a parking lot or valet parking? A venue with a parking lot is what dreams are made of. But if that's not the case, see if there are parking lots nearby that attendees can access and use.
3. Capacity and Minimums
Make a list of guests that you will invite which you can easily do headcount or collect instant feedback from your guests which save you time and money. You'll need to know the room capacity of the venues to avoid discomfort of your guest during the event.
4. Contract Flexibility and Force Majeure
Getting an official contract with the venue provider is a must, because having to change the event venue is probably the last thing you want to see.
However, with the great uncertainty of the pandemic, it's a good idea to negotiate flexible contract terms with your venue, as your event might be postponed or canceled due to unforeseen factors. For example, a lockdown order or natural disaster might prevent people from attending your event even if they registered. If the venue includes a force majeure clause, you can check if they can add COVID-related clause that protects you from losing all of your deposit.
5. Services and Amenities
If a venue has tables and chairs with linens provided, you can save a great deal of money and effort by using what they have, assuming it matches your theme and ambiance. Some venues have a built in audio-visual equipment for you to use ( Lights & Sound System/ Projector), and others will require you to bring that in yourself.
As you can see, there's a lot to consider when choosing your event's venue. However, if you take the above into consideration when doing your research, you'll find the perfect venue for your event. A successful event requires planning and one of the first steps you should take is choosing a venue.
Don't know where to start? Let us help you to find a perfect venue for your event. Let us get in touch!
Comments