August 15, 2013

The Search For The Perfect Event Venue

As much as we don’t want to see the summer go, it’s time to start thinking about how to prepare yourself for hosting an event during the winter months. One of the most important things to think about is finding the perfect venue to have this event. We’ve put together some things you should think about when looking for the perfect event venue:

  • Budget: make sure you know what your budget is before starting the search for a venue. There’s nothing worse than finding your ideal venue, but’s it’s out of your price range. It would be a good idea to get an overview of what it would cost to hire a venue in a given location, so do some background research before starting your search.
  • Location: You should choose a location which is easy to get to for your attendees and is the right fit for your event to take place. Make sure you check out the transportation links and car parking facilities, and whether the area is safe to host your event. You don’t want to get any negative publicity.
  • Capacity: Before you start your search, you should have a clear idea of how many attendees you would like at your event. Having this in mind will help you determine what capacity venue you need to look for.
  • Layout: Make sure the layout of the venue works for your event. If you’re planning on having a VIP area, would the venue be able to accommodate this? It would also be beneficial to check if the venue layout is suitable for disabled access so you can inform your attendees.
  • Facilities: When looking at venues, check to see the quality of the restrooms and whether they have storage facilities, ie cloakroom or bag storage. You want to give your attendees the best experience possible, so it’s important you’re aware and reactive to these basic needs. Also make sure you specify to your buyers if facilities, such as the cloakroom, are an additional charge.
  • Sound and light: Make sure the venue has the quality sound and light equipment you need for your event. If the venue doesn’t have the necessary equipment, see if it’s possible for the venue owner to provide this or if it’s possible for you to bring your own equipment.
  • Entrance: Depending on what your event capacity is, it’s important to evaluate whether the entrance to the venue can accommodate that amount of people. Things to bear in mind is the queue system, whether you will have separate entrances for different ticket types (ie. general entry, VIP etc) and if there’s disabled access.
  • The Deal: It is vital that all the details are covered in the deal you make with the venue. Whatever the deal, make sure you exchange written communication of this with the venue owner in order to confirm everyone is in clear agreement. Some things to bear in mind is whether you can get a cheap rate for being a first-time user, or if you book the venue for multiple events.

Ultimately, the most important thing to remember is positive customer experience! If your venue doesn’t cater to this and your attendees don’t enjoy the event, they won’t be coming again, and can even create negative publicity for your future events.

By Vassia Panaouta