Are you tasked to plan for your company event, if yes, start finding the crucial fact, the venue? Large or small meeting or even some gala dinner, finding a venue is most important as it can break or make an event.
There are factors to consider when choosing a venue for your event.
Planning the agenda in advance helps as it gives a clear picture of the things you require and thus it helps addressing each option.
Budget: The budget is most important consideration in. Your research determines the deposit amount required, whether it is refundable and the event package to purchase. For instance, a package may comprise of using ballroom, conference rooms, catered meal and hotel rooms. If you find negotiating the price to be difficult, ask for additional amenities inclusion like audio-visual features, etc. Above all understand the cancellation policy clearly.
Timing: There may be off-season rates in some venues and this may suit the budget or timeframe better. You can experience adverse weather conditions at such times, but it is up to you to decide.
Aesthetics: The reputation and image of the venue is important. The location should be perfect. Inspect the venue; look for room size adequacy, physical condition of the premises and also the exterior appearance. Above all, ensure the area is safe for your guests. Seek recommendations from others and ask for helpful input to ascertain your management staff, client, sponsors or stakeholders to stay pleased with the location.
Site Visit:Organize a site visit to get a realistic view of the event. Find out the amenities available and if there is ample space for storage of large equipments you may be bringing. Seeing the venue is a must, do obtain pictures of the venue and get information of the location to make a right choice.
Convenience:Check the convenience of your attendees to reach the event site. The location should be in an accessible area featuring nearby parking and should be close to public transportation. Consider the needs of regular attendees and attendees with disabilities. Check for older buildings that pose difficulty to manoeuvre wheelchairs or other assisted mobility.
Catering -Food is definitely an important consideration when. A meal alone is not the motive to attend an event, yet attendees are more satisfied with an event serving great food. Find the catering options of the venue and how much involvement will they permit you in determining the menu. In case your event theme focuses on particular foods to be served, ascertain the caterers fit your plans. Also learn if outside caterers and are allowed to work in your event.
Security -Research the staffing security and procedures at the venue. See if there are places for attendees to store safely their valuables.
Additionally, word-of-mouth is also of immense help in making informed decisions. Survey your attendees to know where they will like to have the next event held. This helps in venue selection.