When planning and organizing an event, you need to make many decisions. Every decision you make impacts the overall success of the event. Although every decision is crucial, choosing the venue has the biggest impact on your event. The venue you pick sets the event’s tone and determines its success to a large extent. But selecting the right venue is one of the most daunting tasks. You need to find a platform that suits your particular type of event and fulfills all your needs. So, if you’re clueless about choosing the right venue, keep reading!
There are a few other important tasks before you start looking for a venue. You need to determine your overall budget and divide it into different categories. This will give you a clear idea of how much you can spend booking the venue. Next, you should consider the number of expected attendees. And finally, think about the event type and style. Consider whether it’s a formal corporate event or an intimate gathering. It would help if you also considered whether you want an outdoor setting or indoor space- depending on the weather conditions. Once you know these things, it’s time to search for a perfect venue. Always book the venue at least 4-6 months in advance. Now, let’s consider the factors when choosing a venue for your event.
Location
One of the most important factors is the location of the venue. When selecting a platform, consider how easily the majority of your attendees can reach there. If most guests are local, choose a platform near most attendees’ homes or workplaces. Avoid the media located on the outskirts of the town. The place should be conveniently located and easily accessible by public transport. If the event has out-of-town guests, it can be hosted at the venue near the airport. The event venue should select must have onsite parking or valet service.
Capacity
Next, consider how many people the venue can accommodate. Your approximate guest list can help quickly eliminate many platforms based on capacity. It would help to find a platform that comfortably accommodates all your guests. For instance, if you’ve 50 attendees, book a platform that can hold seventy. Always choose a bigger platform so your guests don’t get cramped. Your guests should be able to move freely through the venue space without any uncomfortable hindrances.
Services and Facilities
Different events need different types of facilities. For instance, a corporate meeting will require AV equipment, while a birthday party should have a dance floor. So, depending on your specific event needs, ensure the venue provides those services and facilities. You may need catering, parking, accommodation, Wi-Fi, a charging station, a breakout room, security, decoration, and more. The venue should also have its own setup/cleanup crew. Most big platforms offer in-house catering, and you can choose a menu according to your attendee’s preferences. Ask if the forum charges any extra fees for these services. Usually, there is an overtime fee or cancellation fee.
