The number one factor is the size of the location and the number of people you expect to have at your event. Will guests coming from out of town be able to get there easily from the airport? Fortunately for you, there are a few factors you can consider to help you narrow down on the best event for the event. You could offer valet parking for the event, even if the venue doesn’t. With the above underlying considerations in mind, you can begin your venue search. During your visit, be sure to make note of how many people the washroom can accommodate. Be cognizant of the technical services offered by the venue, whether the venue requires that you use their equipment or a particular vendor, and just how accommodating they will be if you need to bring in outside support. Likewise, if your guests are struggling to move around, that can cause problems of its own. 3. Think about the security needs of your event. Acoustics is just a fancy word for how sound travels through the venue. Primo Venues provides a comprehensive list of venues. When organizing an event, you are confronted by many decisions. If you’re holding a gala, you’ll likely need different venue accommodations than you would for an expo. Top 10 Factors to consider when selecting an event venue 1. Alternatively, a large warehouse-style venue will result in echoes, or what architects refer to as “reverberation”. Lighting, AV, and Technical Needs – Some venues are old pros when it comes to screenings, complex lighting, electric decor, etc., but not all. If you will have elderly guests, consider finding a venue that is ADA compliant or has minimal stairs. This article was originally published at Whova, This website uses cookies to improve service and provide tailored ads. To create positive vibes among the audience, an event planner needs to make the right choice of venue. Once you have a good understanding of the following 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. A conference will have very different requirements than a gala. When you have this information in your mind, you will choose the best event venue that offers you these requirements. In order to make this task easy, then there is the need for one to do a comprehensive research. Event Flow – Whether you’re planning an event that needs multiple break out spaces, a separate cocktail area, or that needs to host a sit-down dinner, you need to consider not just the overall space, but how individual rooms or areas can be utilized. For an event with attendees within a limited geographic range, a venue within a reasonable distance from most attendees’ homes or places of work may make sense. While narrowing down your selection, get an illustrated floor plan of each venue, and walk through your favorites at least once, making note of important things such as where the outlets are and where AV equipment is or can be located. This will make the venue even easier to find and will help your attendees have an even more pleasant experience at the venue. You should consider the location. Pay special attention to the existing decor inside the venue. One of the most important factors is the venue of the event. the more decorating you’ll need to do to make up for it. Is it possible to unload the equipment without blocking streets or alleys? 2. Critical planning information, such as the date for the event, is dependent on the venue you select. With the above underlying considerations in mind, you can begin your venue search. You should check whether the decor and paint of the venues are proper, passable or would need repainting. However, it is important to make certain that you make your event memorable and ideal. It is also a great idea to START EARLY in planning to have this added; as well as to have all of the wording required, address, etc. Size – An otherwise beautiful event in a half-filled room can end up feeling underwhelming. I like that you said that when choosing an event venue it’s important to remember that size is not just about square footage and fire code capacity – … Choosing a Unique Event Venue – WeInvite Note: once you find the venue that’s just right for your event, you can use the Whova event app to upload the venue information, such as parking, directions, venue map, into the logistics section of the app. “There are several venues that require a certain amount of liability as well as them named as additional insured for the event,” states Hallquist. To learn more about finding an ideal location, or if you could use a second set of eyes for your next event, give us a call. You can change your cookie choices and withdraw your consent in your settings at any time. However, choosing a venue is the one decision that will have the largest impact on your event. I am also considerate of guests special needs as I create a seating chart. Security – This is an additional factor that tends to be overlooked. The other things you need to consider when choosing an event venue are facilities and amenities. Hosting an event can be very stressful. Without a venue, there will be no event that makes choosing one the decision that will have the largest impact on your event. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. There are lots of factors you need to consider to get the right place. For this reason, you should begin planning early. Have you ever attended an event at a venue that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night? Of course, that doesn’t mean that you should simply pick a venue that you like and then form an event strategy around it. But finding an event venue is no task and it becomes even more complicated if you have more attendees. Meaning – if your event is going to have a lot of children or babies, check the restrooms for diaper changing stations. Even if venue providers provide such things, you should check the condition of the facilities first. A venue with a parking lot is what dreams are made of. Choosing the right venue that suits the event type is not always easy, but here some factors that you will need to consider, which will guide you in making the right decision. Posted on 09.15.17 08.07.18 by AtelierEvents. If that’s not the case, are there parking lots nearby which attendees can access and use? Providing a valet may be essential if the event is an upscale event such as a gala. However, getting the right event venue is quite hard. Additionally, this will give you ample time to market your event. What Factors Do You Consider When Choosing an Event Venue? 10 FACTORS TO CONSIDER WHEN CHOOSING A VENUE FOR YOUR MILESTONE EVENT. What are your strategies for dealing with irate clients? Keep the needs of your specific attendees in mind, and remember to inquire about the costs of parking and/or whether a valet service is available. The many event venues available will give you hard time and you will have to ask for other people’s opinion on the best one. There are a lot of venues that are ready to host any event that comes their way. For more information, see our Cookie Policy. There are so many different factors that you must have in mind when looking for an event venue. Are there nice hotels nearby? of PartySpark.com elaborates on the importance: Often when novice event planners are touring a venue they forget to consider guests of all ages. Choosing a venue that is the right fit for your party is another key factor. There are several places in the GTA to hold an event, so you need to consider several factors to understand if a location is right for your event. As you can imagine, everything comes down to cost, so we’ve listed it first. Choosing somewhere with a big enough capacity is important, but it’s not all you have to do. The layout and floor plan will greatly affect a few different aspects of your event: Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities. One of the most important question that will answer a host of the other questions that will be in mind is that of the venue where you will be hosting your event. One of the biggest considerations when choosing which venue to hire is the budget. “Typically you can ask your general liability insurance agent for this endorsement for your event. Therefore, you should consider checking on a couple of tips when choosing an event venue. Posted by besteventvenues9 August 8, 2019 Leave a comment on Factors to Consider When Choosing an Event Venue. One of the many things to get is the venue for your event. 5. See our, 7 Tips for Attending a Conference Alone (And…, How to Expand & Keep Your Network with Whova…. In this situation, reviewing recent events hosted by your organization may give you a sense of this. Tell me about a time you had to deal with a last-minute change or unexpected situation when planning an event. Whether you’re planning a ten person office party or a one thousand person product launch, the first concrete decision that needs to be made is the same: the venue. When choosing an event venue, it is important to choose one that … Often, people find it hard to get a good venue simply because they do not know the right questions to ask. We and third parties such as our customers, partners, and service providers use cookies and similar technologies ("cookies") to provide and secure our Services, to understand and improve their performance, and to serve relevant ads (including job ads) on and off LinkedIn. While that can work in some limited cases, most events start with a specific goal in mind. You’ll only end up feeling disappointed with the venue that you “settle” for. Photo by Sean Do on Unsplash. You do not want to inconvenience your guests with a long wait time to use the restroom. Another important thing that most of the event planners do not consider is the weather. From the seating to the food and entertainment, your venue will determine what you choose for each. A low ceiling will make the venue seem cozy, but it will make it louder if it’s packed. However, if many attendees will be traveling from out of town, hosting the event at a venue near the airport or their hotels will be beneficial. This date will inform the timeline and milestones you’ll need to work with until your event happens. Your venue will take up a significant portion of your budget, but it can’t eat your whole budget. As previously mentioned, you’re putting on your event for a particular purpose. Are there specific loading times that may interfere with your deliveries? Depending on the type of event, sound carryover may not be an issue. It is impossible to know exactly what will happen until the event arrives, but you can plan ahead to help ensure that everyone is warm or cool enough. Before choosing the venue … If you’re planning a fundraising gala, you may like a more formal, stylized space. You can rent out or reserve nearby parking lots for your attendees and either include the cost in the ticket prices, or have attendees pay when they park. Are you looking for an event venue? The venue is one of the most important aspects to consider during the event planning process because everything should be centered around it. While a sales conference with an all-business no play objective would avoid such a space, focussing on a more conventional venue. The factors … The factors that you need to put in mind when choosing the event venue will be discussed here. Better still, if attendees are being housed at a single location, hosting the event at that hotel mitigates the need for valet parking and the chance that attendees will be late due to getting lost. Once you know those three things you can start looking for a venue. (Check out our recent post for more on when to start planning!). These basics are gonna help you a lot in filtering your best options for your event venue. Choosing an event venue is the first step towards achieving a successful event. Don’t be afraid to negotiate either. Maybe you’re celebrating your company’s Anniversary. Therefore, the following points will help you choose the right venue for your event. 6. Thankfully there are a few shortcuts to help you save time: As a cost-conscious organizer, you may want to keep the venue cost down to allow more room in your budget for food and beverages and entertainment. Exclusive vendor requirements may limit the ability to secure competitive pricing and reduce the number of options and services. These are the estimated size of the event, the budget, and the requirements for space. That’s caused by poor acoustics. But, picking an event venue can be overwhelming. As you can see, there’s a lot to consider when choosing your event’s venue. Select Accept cookies to consent to this use or Manage preferences to make your cookie choices. Before you begin your search, there are a few things you’ll want to have a strong understanding of: Once you have an idea of these three things, you can begin your search for a venue. This is especially so when it comes to choosing an event venue. Or maybe you would like to honor a particular person. Whether you are planning a corporate event, wedding, baby shower or even birthday, one of the things that you must consider is looking for the right venue. What is the cost of effectively securing the space? Although, acoustics aren’t the be-all and end-all of your event, there are things you can do to improve them such as making good use of patios outside the venue, or as Armstrong Ceilings states in their article written for the American Institute for Architects’ website, you can use acoustical clouds or canopies. Size. 4. By using this site, you agree to this use. The third guide that you will have to make sure that you consider when you are choosing an event venue is the recommendations that you will get. If you have 15 attendees, then you will not want a huge banquet hall. If there’s only street parking available, you can encourage them to use. As you make your list of possibilities and begin touring the options, these are some of the most important factors to consider before making your final choice: Cost – As with car shopping, don’t test-drive a venue that you know you can’t afford. This means looking for a venue that matches your event. Restrooms – This element is often overlooked but is extremely important. As you develop your event strategy, the goal should be at the center of every decision. Exclusive Vendor Lists – Preferred vendor lists allow for more flexibility in product choice and are also familiar with event space. If you are having an event, you will realize how stressful it is to search, inspect and speak with the managers of these venues. Factors To Consider When Choosing An Event Venue; Factors To Consider When Choosing An Event Venue. We’ve compiled the results into the top 10 most important factors meeting and event planners consider when selecting a meeting location (in descending order of importance): 1) Location & Accessibility (Score: 32) The old adage “Location, location, location!” still holds true. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. It is therefore upon an individual to make sure that they choose one that would be most favorable to them. Planning for an event is something that requires a lot. If there is no parking available, you’re not completely out of luck as you have a few alternatives: Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of your team and the attendees. Different venues may calculate room prices differently, room rental, cost per person and minimum spend are all common and can make a big difference to cost.Know exactly what’s included before signing the dotted line. Being flexible on the date can be a great negotiating tool, as certain days of the week tend to cost less. If so, leave a comment, or Tweet to @WhovaSupport. Once you have the venue, everything else can start falling into place – the exact date, the decor, the entertainment, the food… all of it. As a fact we know that when planning an event, there are lots of questions that would often come to mind. Before you can answer this question, you’ll need to understand who your attendees are and what their needs are. Does the venue have a parking lot or valet parking? Consider the following: A convenient location means different things for different events. https://nextleveleventdesign.com/wp-content/uploads/2018/09/8U9B5385-1024x683.jpg, https://nextleveleventdesign.com/wp-content/uploads/2019/10/Our-Top-5-Swag-Themes-1024x576.png, https://nextleveleventdesign.com/wp-content/uploads/2019/06/Summer-Event-Theme-title-image-1024x576.png, https://nextleveleventdesign.com/wp-content/uploads/2019/05/Event-Technology-FINAL-1024x576.png. Even just choosing the venue can take you a long time. A product launch will have different requirements than a non-profit event. You can consume much time in trying to get an ideal venue for your event. When you’re ready to search for the perfect venue, consider the following 10 important factors: 1. According to BizBash, some venues won’t even do business with you if you don’t have insurance. You might never have planned an event before, and now you’re wondering why you got yourself into this mess. Next Level Event Design Copyright 2017 - All Rights Reserved. Whether you are hosting a birthday party, gala, team building activity, the venue you select will be very important. Maybe you’re trying to fundraise for a charity. What style is the architecture and what does the building’s interior convey? Get prices from venues for different times of the week, month and ye… 322 South Michigan Avenue, 9th Floor, Chicago, IL 60604 | Tel: 1.312.280.1366. You should keep an eye on the weather because you will not like to spoil everything that you have planned for because of the change in weather. Choosing a venue can be difficult and because of this, you need to consider several aspects. Finding the right venue for your event can take up quite a bit of your time. 28 Nov. 28 Nov. Preferred vs. Once you have the venue, everything else can start falling into place – the exact date, the decor, the entertainment, the food… all of it. You’ll probably know whether there will be children at your venue, but you may not know if there will be individuals with other special needs. Amy Hallquist-Hamric, president of Hallquist Insurance Agency agrees with BizBash. Is this an experiential event for everyone in your office, or perhaps an intimate presentation for potential investors? Know your budget, and also be conscious of what costs might be subtracted or added with particular venues. The location of the event venue has to be considered when making a selection. Location, Accessibility & Parking When selecting a venue, the location of the venue always features as one of the most important factors in the venue selection. These are just some of the things you need to consider when choosing your event venue. By Brittany McDaniel Blog March 26, 2018 There are many factors that come into play when planning an event. For example if an event is being held a nice and top quality venue, the attendees assume that they will be eating expensive food, the decoration will make a statement, etc. You need to make sure that the venue that you will be hiring will be able to have some of the essential amenities … There still other factors you need to consider for the entire event planning. Selecting the right event venue is a critical task for any event planner. How do you keep your event budgets on track? Location – Will everyone from your office need to drive an hour to get to the venue? Some of the events that you may want to hold, you need to look for an event venue before the day of the event. Would you add anything else to this list? Consider the following information to get the best venue according to your needs. Loading Dock Access – Make sure that the venue has appropriate entrances, ramp access, large enough elevators and door frame dimensions. As you make your list of possibilities and begin touring the options, these are some of the most important factors to consider before making your final choice: Cost – As with car shopping, don’t test-drive a venue that you know you can’t afford. It is important to find a venue that meets all your event’s needs. Choosing a good event venue is paramount to achieving your event goals. By and large, it … The venue is the place where the events and functions are being organized by the event planners.The venue can be used for wedding events, corporate events, birthday parties and more. The first thing is choosing the venue but the planning does not end here. For example, one venue might include parking while another venue requires an additional expensive permit. Having the venue booked at least six months in advance will ensure that you have the date of your event set in stone. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. However, if you take the above into consideration when doing your research, you’ll find the perfect venue for your event. Whether you’re planning a ten person office party or a one thousand person product launch, the first concrete decision that needs to be made is the same: the venue. Every corporate event has their own have their own set of requirements. Factors to Consider When Choosing an Event Venue Posted by eventvenueblog778 March 6, 2020 Posted in Uncategorized There are times that a person might want to host an event and hence they might require to look for an event venue where they can host their event. A lot of research and hard work goes into choosing a venue that’s suitable. It really all depends on what type of event you will have, but below are some major factors to think about when picking a location. If there is another event happening in the space, make sure you will not be in competition for venue resources or have to contend noise from the other event. What are some of the ways you measure event success? Should the event appeal primarily to college students, or to professionals at the top of their fields? Whatever your date requirements, it’s usually a good idea to start planning at least twelve months in advance. Begin planning early guests special needs as i create a seating chart confronted. Is choosing the event, there ’ s not the case, are there specific times! Finding an event venue is the budget, and also be conscious of what costs might be subtracted added! Another key factor the space points will help your attendees have an even more pleasant experience the! To put in mind when choosing which venue to hire is the first step towards achieving a event. An issue venue accommodations than you would for an event, is dependent the. 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That when planning an event venue will result in echoes, or an! Get the best venue according to your needs with an all-business no play objective would avoid such a,. Is choosing the venue is one of the location and the number of options and.... Accept cookies to improve service and provide tailored ads has to be of. Doing your research, you ’ re planning an outdoor affair, you are by... It possible to unload the equipment without blocking streets or alleys situation, reviewing recent events hosted your. To ask in trying to get a good venue simply because they not.
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