Things to Consider Before Deciding on an Event Venue

 Things to Consider Before Deciding on an Event Venue.

Things to Consider Before Deciding on an Event Venue

By Said Ul Amin | Submitted on October 23, 2022.

Organizing an event means facing many decisions. Thus, choosing a venue, catering, and ensuring pleasant experiences, definitely seems daunting.

The sooner you search, the better, based on your budget, space needs, and estimated event size. Booking 4-6 months in advance gives you plenty of planning time.

Putting it all together, finding the right venue for your event or meeting can be difficult and time-consuming. Here are six tips to focus your decision-making on choosing a venue.

1. Location.

This is a key factor in choosing a venue for a meeting. The venue you choose should be based on the convenience of your attendees and should offer free parking or easy transport links.

However, dedicated meeting spaces are focused on meeting your needs and consider outdoor space as well.

2. Budget.

Doing research is essential, yet before you start your research, arrive at a budget so you can keep it on the line and avoid being tempted by expensive places.

Be careful that you don't settle for places that are too cheap either, as this may require compromising on services or you may face hidden costs when settling the bill later.

Choose a location with great amenities, good value, service, and food. Read customer testimonials and check credentials without fail. If the venue has recently won industry awards, it indicates a quality venue.

3. Services and Facilities.

Good places provide excellent services and facilities as usual. You can also expect benefits as an integral part of the package including meeting equipment, syndicate and meeting rooms, stationery, technical support, creative meeting toolkits, and refreshments.

If your delegates are coming from afar they may also need accommodation, so check if your venue can provide accommodation.

4. Place.

Make sure the event location meets your needs. Small meetings require an intimate venue to suit your needs.

However, if your event is large, consider breakout rooms, ample meeting space, lodging, restaurants, entertainment facilities, and outdoor space.

5. Response Times.

When narrowing down your event location, consider the response time for the venue's sales team to contact you.

This will give you an indication of their service. Also, consider a visit before booking the venue. Need to check in person about the location and requirements before giving the shot.

6. Site Visit.

When visiting a site, consider these things:

· From the reception, you receive and ensure that all your delegates receive a common response.

Check if the location is well-maintained, clean, and tidy.

Car parking is available, whether it is free or charged.

The attitude of the staff is very important, see if they are welcoming, warm and friendly.

Is there enough space outside to be used during break sessions?

Does the conference and training facility meet your needs and is the necessary equipment available?

Can you eat there and are you allowed to sample food, meet the chef and discuss menu choices before booking?