The Paramount Tips for Choosing an Event Venue
The place you choose for your event can make a huge difference. There are many factors to consider when looking for an event venue for a huge multi-day conference, cocktail reception, opulent awards banquet, business meeting, or industry event.
Location
Your guests should be able to easily access the venue. If you're looking in a city, make sure it's close to a metro hub or station, as well as plenty of parking alternatives. If you're expecting out-of-town guests, choose a location with a selection of motels within walking distance to give your guests a variety of lodging options to suit their various travel budgets.
Flexibility in terms of size and space
The size and capacity of the venue must be ideal: If it's too little, it'll appear packed; if it's too big, it'll appear empty and unattended. Most venues publish capacity numbers for all of their rooms, and you should aim for slightly less than the maximum capacity, never exceeding it. Also, look for a location that offers a variety of room sizes so that if you need to switch to a different room size due to registrations, you'll be able to do so as your plans proceed.
Catering and Audiovisual Services
Whether you're organizing a morning press conference, an evening cocktail reception, a midday business meeting, or an elaborate dinner banquet, be sure the venue has experience holding similar events and has employees dedicated to your event to assist with menu planning, beverage selections, and A/V assistance. Venues with in-house catering and audio-visual services are great because they have everything on-site and know the space inside and out, as well as the ability to give innovative solutions on the fly if you or your guests require something unexpected on the day of your event.
Cost & value
When it comes to selecting a venue, the price is frequently the decisive factor. Look for event venues with reasonable rental costs that include room sets, linens, and other essentials. Some venues will charge you $2,000 for the space only, with additional fees for tables, chairs, and table linens. Make certain to inquire about what is included. Food and beverage minimums are optional for venues that do not demand them, giving you greater freedom to build the menu you want while staying within your budget.
People
Last but not least, make sure your location has knowledgeable, helpful, and kind staff! Even if you get the perfect location, caterer, A/V, and price, a grouchy or inattentive employee can completely derail the event. Inquire about how long the person you're working with has been there, whether they've managed comparable events to the one you're planning, and whether they'll be your point of contact throughout the event planning process.
Our person at The Plantation at Coal Creek in OKC will work with you to oversee all aspects of your event's logistics (room setup, food/beverage menus, audio-visual requirements, etc.) and will become an extension of your team with a vested interest in making your event a tremendous success. Contact or visit us for your next big occasion.
