The event planners experience a tough time to secure an appropriate venue for their corporate meeting or event. This happens because they fail to ask the right questions. Choosing a venue for a meeting or an event is most important as it has to be dealt with impactful choices in the planning process. Here are few valuable tips to help you in choosing an appropriate venue for your events.
Who are your target audience and the size of guest list?
Knowing who will be attending the meeting or event is important, before short-listing the venues. The size refers to the number of people who will be invited as guests. Ensure your venue is able to accommodate the guest list anticipated.
How to ensure convenience for your guests?
Selecting a venue location in closest proximity to the place your guests work or live reflects on the people’s number attending. Another very important fact is the consumption of alcohol and transportation. Your attendees must not drink and drive, so ensure free transportation after the event so that everyone reaches home safely.
Also keep an open eye on the weather and accordingly adjust your needs For instance, in case your event is organized and it suddenly rains, ensure to have tents available immediately for outdoor events, besides umbrellas on-hand.
Know ways to accommodate your target audience?
Knowing the audience demographics is crucial for your event venue selection. Thus, knowing the attendees average income, likes and dislikes and that they are accustomed to, helps. This is because if your audiences are all CEOs, the venue location and the other features should reflect their needs and tastes.
What is venue experience and knowledge?
Before deciding to hire a venue, ask them for the events list they have held in that venue and ask them to show pictures of those events. You get to see how they handle and the layout options offered by them. You can ask them to give references. You can also speak to some staff to get an idea of their professionalism, how friendly and accommodating they are. Ask them for the ratio of servers to guests offered, the dress code they will wear and if they will work over-time if required.
There is a need for you to know if the venue for the meeting or event will take care of the decoration. The scenes that will be running behind as wall-drop, etc, must be known. Also check the venue if it has noise issues and if the venue outside needs decoration, are there any possible hazards, drop-off or parking points for taxis, buses or limousines and location of fire exits.
What other services are provided?
Here ask for other services including parking facilities, security, restrictions and additional services.
Venue fees
Ask if the venue fees include taxes and try to negotiate. Ask what is inclusive in the venue fees and if they have liquor license up-to-date, price range for each served buffet or meal, hotel rooms cost for a night, if required, bartending fees, payment forms and also cancellation-refund policy.
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