5 Essential Things to Keep in Mind While Finalizing Your Event Venue
Many considerations must be made when planning an event. The most important decision you'll make when planning your event is where to have it. Choosing an event venue has an impact on a number of factors, including the date of the event, the food options, and the overall experience of the guests.
Isn't that a little scary? Those feelings aren't necessary for you to have. You should know when to make decisions and what to think about so you can do better.
What to Keep in Mind When Looking for an Event Venue
1. Geographical location
This is certainly something you've already thought about. A venue near the majority of guests' homes or workplaces may be your goal for a local event. If a lot of people are coming from out of town, you'll want to pick a location close to the airport or their hotels. Regardless of which choice you choose don't forget to factor in local traffic, transportation options, and parking availability.
Providing a mobile event app to your participants will help lessen the likelihood that they will be late. Your attendees will be relieved to have access to GPS maps, driving directions, and parking/shuttle information at their fingertips. The use of maps with pins is especially beneficial when the venue is located on a vast campus or in an academic institution. Interactive indoor maps will make navigating exhibitions, posters, and concurrent sessions much easier for guests.
2. Parking
The venue may offer valet or a parking lot. It's the stuff of fantasies to have a facility with a parking lot. Do participants have access to adjacent parking lots if this isn't the case? If there isn't any parking, don't despair; there are a few other options:
You may book nearby parking lots for your visitors and either include the cost in the ticket prices or make visitors pay for parking when they arrive.
Check out the special offers from Uber and Lyft for events. You may be able to work out an arrangement with them to do this and provide your attendees with the promo code.
Make it possible for visitors to share a taxi or a journey. It'd be a terrific opportunity for them to get to know one another better as well.
Even if the venue does not have valet parking, you could. The presence of a valet may be crucial for luxury events such as the gala, where guests are expected to arrive in their own cars.
3. Minimum and Maximum Capacity
Can you tell me how many people it can hold? For a variety of reasons, you'll want to know how many people can fit in the venues' rooms. To begin, a space that can hold 250 people will be insufficient for an event with a projected attendance of 500 people. Second, the venue must adhere to fire and safety regulations.
What are the minimums for food and beverage? The previous F&B records from the previous events should be in line with your venue's minimum food and beverage spending amount (known as an F&B minimum) if your venue sells food and/or beverages. Your estimate of total food and beverage expenditure should be higher than the venue's requirements. If your spending exceeds a specific threshold, ask if they'll supply a free service (such as an update to the Wi-Fi or A/V support) in exchange.
How to alter the event in light of input from attendees? Before or during your event, you should be able to make an intelligent modification to the size of a room or F&B. Live polling on an event app makes it easy to count attendees and get feedback right away, saving you both time and money.
4. Amenities and Services
Are there kitchen facilities at the location and can catering be provided for your event? Often, a venue may forgo the facility price in exchange for a down payment and the cost of food for each guest. You may be obliged to employ a food provider's services if your venue does not have its own kitchen. It's a good idea to look into their menu ahead of time. The quality of your presentation can have a significant impact on the overall experience of your audience if it falls short. Either choose a location that offers excellent cuisine or enable outside food providers to cater your event.
If so, can you utilize the tables, chairs, and linens there? Assuming what they have matches your theme and atmosphere, you can save a lot of money and time by using what they have if the venue has these items.
Is there a crew for setup and cleanup? Rejoice if you've discovered a location that has a team to help with setup and cleanup! The opposite can also occur. Unless these services are readily available, you'll have to put together your own event team or solicit the assistance of strangers.
Do you know whether or not it's capable of AV? Depending on the location, you may be able to use audio-visual equipment that is already installed, or you may need to provide your own.
5. Cost and the Ability to Change the Date of the Event
Negotiating with venues can be easier if you're willing to be flexible about the timing of the event. They may be looking to cover some gaps in their schedule. You'll obtain better deals if you give at least two different dates to choose from.
In spite of this, you can take steps to increase acoustics at your event by using patios outside the event venue and acoustical clouds and canopies.
Are you a resident of OKC? Visit Plantation at Coal Creek to book your event venue now.
