You must be thinking, What is the big deal in choosing a suitable venue for the event you are planning? The impact of selecting the right event location can make or break the whole event. It serves as the base of any event; however, there are a variety of other components, and choosing a perfect location is a real creativity.
In the world of aesthetics, trending the venue can reduce the headache by around half. In fact, it makes the process of planning even more accessible. Additionally, it’s essential so you can leave a lasting impression on the audience. As much as it sounds intimidating and complex, it’s just a matter of a little effort and a good event production company. Here are 12 checklist elements to help you select a suitable venue.
3 fundamental keys to finding the right venues
Before we hop on to the tips, you must clear your mind with 3 fundamental pillars;
- Precise estimation of the budget.
- Particularity with the event size.
- Understanding of needed venue space.
If you have a clear-cut understanding of the factors mentioned above, finding a venue gets way easier for you. Another big factor that has a great effect is booking the right venue at the right time, usually 5-6 months prior to the event. Otherwise, you must collaborate with an event production company like EMS Events, who have event venues on their standby according to the plan. They not only book the venue but also make sure it’s all steady and ready for the event to execute.
Tip and tricks to find the right venue
Understanding the event type and all the requirements is very important to execute any event successfully.
Understand the event type
There are a variety of events if we look around. However, few are pretty that we casually have sight of, including weddings and concerts, and if you are in your professional life, corporate events add up.
| Corporate Events | Social Events | Cultural Events |
| Events serve as a medium that aims to enhance brand recognition and enable further networking prospects. | Social events aim to cherish and assemble exceptional ventures and glorify unique events in someone’s life. | Such events are to encourage cultures and understanding about various cultures by targeting a wide range of audiences. |
| Examples; Product launches Cooperate conferences Business meetings | Examples; Include weddings Concerts Fashion shows | Examples; Festivals Art exhibitions |
Look for Amenities
- Whether the event venue has any available furniture to utilize, this option can save you money, which you can use on further decor to create a better ambiance.
- The number of crew members have to serve. Usually, staff members are not enough at various venues to cover the number of people attending.
- Does the venue have any specific area, like the kitchen, to cater to? When planning or managing an event, one of the major tasks is managing the food and looking at the menu. The facility a kitchen can provide at a venue is nothing alike. Once you are done selecting a venue, the next crucial task is to choose the menu and the dish items after keenly identifying food requirements.
- Whether or not the venue has the facility to set up AV equipment? It’s a significant factor as AV is essential for every event nowadays. If the venue doesn’t have the facility to accommodate AV, then you have to bring it with you.
Location
If you are looking forward to planning a local event, make sure you choose a venue that is convenient and an easily accessible distance.
A venue’s location is probably something you’ve already considered. It is more likely to select a venue that is somewhere near a commercial area.
There are a few other factors as well which you need to be highly considerate of, including;
- Transportation: Make sure the local transport stations are within walking distance, or the Uber fair is not as much to cover their whole salary in one go.
- Ensure that the parking lots are available as they’re the basic facility for the guests to be provided with.
- However, a variety of other technologies have been introduced to the market, such as mobile event apps, which can be utilized to save and smooth the arrival of attendees at the venue. It works as an effective map that allows the clients to drive in a direction and guides them through traffic roads without any inconvenience.
Enough room capacity
Well, you wouldn’t want to suffocate your audience by fitting them into a room with half of their capacity, nor would you like to scatter them with double the space. The better approach is always to identify the attendee’s number and add up a little for the room extra.
- Ensure you gather some of the data from your attendees regarding the available space. This process usually takes place when the event is about to start. Or else you can conduct a small survey before to gather more insight.
- It’s important that your attendees have enough space to eat comfortably if you are offering any food and beverages. You see, the crowded space for a concert and marriage may vary greatly.
Wireless is must
- Before you select the venue, make sure the place you are selecting for your event has a speedy internet connection. It is one of the most crucial factors as everybody requires the Internet these days. It’s as important as food and air.
- However, nowadays, most of the events are hybrid and usually go live right on time. So, to make sure things work seamlessly, it’s better to check the latest wireless before the event starts.
Hire a well-reputed production company
Hiring a well-reputed production company is more likely to induce backbone. An event production company covers various components, including the menu, venue, and Av equipment hire. Additionally, they have been in the field for a long time and have contacts and a bigger and better team.
Flexibility on Event Date
Flexibility on the event date is a significant way to haggle with venues. They must be offering a variety of event dates for the venue as per the availability of the dates, and they want to fill in. However, by providing 2-3 date options, you will likely get discounted pricing and find a venue fast.
Conclusion
Whenever you are planning an event, there is nothing more important than selecting the right venue at the right time. It is believed to be a pivotal decision, and picking a venue on short notice is even more difficult. However, event production companies like EMS Events and many more have settled everything in the event industry.
They have a complete range of event venues with a diversity of them, which might get you confused when choosing between them. In fact, they have an entire team for free consultancy, which will help you determine which event venue you will add the wow factors to your event.
