Finding the right event space makes all the difference, whether it is a large multi-day conference, an end of year party, a wedding, a cocktail reception, awards gala, business meeting or industry gathering. It is important to start with a goal of your event in mind. Whether it is to provide a networking experience, introduce the attendants to new service providers or activate a product, thinking about the goal of the event will help you select a venue that aligns with your goals.
If you want your event to stand out, consider a venue that will set your celebration apart. With this comes the choice of a venue that is outside the box. There are plenty of completely unique venues out there to choose from, fields, barns, halls, stadiums, warehouses etc. Some venues won’t feel like your style from the get-go, other venues will go on the maybe list, and a few will feel like they were made for you to host your event at!
Now that you have identified the type of event you are planning and its purpose, there are many other factors that must be considered as you begin the process of selecting the venue.
Accessibility
The venue location should be easy to access for the guests, they should be able to focus on the content of the event rather than worrying about getting to their destination.
If you settle for a venue in the city, ensure it is close to public transport or a station. If some of your guests are coming from out of town, find a location that has hotels within walking distance to provide your guests with multiple options to meet their varying travel budgets.
Once your guests arrive at the venue, make sure they can find their way around the venue as easily as possible. To help you do this, you can create a pre-event video and email to the guests. In this video, you can highlight major landmarks associated with the venue which include the keynote stage, check in area or exhibition hall. You can also use monitors to include signs to direct your guests as they walk around the venue.
Parking
Availability of parking is a deciding factor for many people. Many of your guests are likely to be driving to the venue and will need somewhere they can leave their car.
When choosing a venue, consider a place that has some parking arrangements, even if access requires an additional fee. You can choose a venue that has their own parking lot or a venue where parking space can be secured nearby. For an event with a large budget, you can consider a valet service for your guests. Valets ferry cars back and forth to nearby parking lots.
Capacity & Size of your Event Space
In the age of Covid-19, maintaining social distance has become an important practice in reducing the spread of the virus, therefore it is important to look for a venue that can accommodate your guests with plenty of space.
Every venue has a limit as to the number of people who can occupy it. Having a rough estimate of the number of people who will be attending the event will govern the venue that you choose.
Physical size of the venue is very important, this is how big the size of your venue feels. Will the guests be able to move around freely? Is it open and spacious? Two venues with the same maximum capacity can feel very different based on the layout.
Also consider if the venue is appropriate for the type of event you are planning. Some of the considerations are, will your event require a dance floor? Do you need a PA system? Do you need speaker’s, podium or a projector screen? These will guide you in choosing the right size space for your event.
Price & Value
Guided by your event’s budget, the price of a venue becomes the deciding factor when it comes to choosing a venue. Always look for a venue that offers competitive rates that include room setups, linens and other basics. You will find some venues charge you for the space and extra for tables, chairs and table linens. You can compare between different venues, what they offer and decide which one gives you value for what you are paying.
On Trend Event Space
For your event to stand out from others, you must do some research on what is trending or fashionable at the given time you plan to hold your event. People want to be associated with what is current and on trend.
The theme of your party and the venue you choose are somewhat complimentary. Each industry has its trends, with the increased use of digital platforms you can discover what is within yours. Look up articles, social media posts, magazines and TV shows to understand and get the idea of what is trending.
Keep in mind that the choice of your event venue should be in line with the goals you want to achieve. Choosing the right venue may feel like a big decision, as it is because it sets the tone of your entire event. Since there is a lot to consider, take your time and do your due diligence. You also need to determine which factors will be given the utmost priority and which will be considered less important. Once you have selected your desired venue, now focus on how you can use interior design elements like lighting, to provide an unforgettable experience at your event.
