The first step for any new event, as it is for most event managers, is to find a corporate venue. This is the most crucial component of any event. The majority of the time, the other aspects cannot be finalised until the location has been chosen.
Plus, you’ll need to know where you’ll be holding the event before you can start inviting guests and booking presenters and entertainers.
Although choosing a location is the first step, it is also the most challenging. There’s a lot to consider, and a lot depends on your decision. Here are some factors to think about while selecting a venue.
1. Price (and your budget)
As you might expect, cost is the most important factor, therefore we’ve listed it first. Your location will consume a large percentage of your budget, but it cannot consume all of it. You’ll still need to purchase food, signs, materials, and even entertainment and personnel.
Fortunately, if you’re ready to be flexible with your event date, you can save money on your event site. Get costs from numerous places at various times of the week, month, and year. (For example, a summer Friday night would be the most expensive.) Plan ahead as much as possible to secure a good deal on a hotel room.
2. The atmosphere and the mood
Setting up an entertaining event requires creating an ambiance that is relevant to your topic and appealing to your audience. Because modifying or decorating a venue is costly, it’s best to pick one that already fits your concept.
Choose a posh hotel if you want to create a luxurious ambiance. Rent a modern place if you wish to create a trendy atmosphere. If you’re having an expo, go for something open and industrial.
3. Size and capacity
The amount of individuals who can occupy a building at any given time is limited. Some rooms are also limited. It’s crucial to double-check that the venue can properly and comfortably fit your guest list before you actually send out invitations.
Physical size is also essential. “What a lot of people overlook when thinking about venue size is that it has less to do with volume and more to do with the facility’s physical dimensions,” explains Funny Business. “It’s critical to inquire about things like ‘How crowded will the seats be?’ Will your visitors be able to roam freely across the venue space without being restricted in any way? How big does the room appear to be? Is it warm and inviting? Is it light and airy? Due to room layout, two venues with the same maximum capacity may feel completely different.”
4. The ability to connect to the internet via Wifi
These days, having a powerful Internet connection across the venue is essential. Especially if your event spans several days, your participants would expect to be able to check their email, text friends and family, and post to social media at all times. Ascertain that the venue has a good Wifi connection that extends throughout the entire space.
5. Parking space
For many people, parking is a decisive issue. They need a place to park their car, but they won’t leave it on the street or spend $50 for a day’s parking.
Even if an entry needs an additional price, your location should have some parking options. If parking is a concern for your guests, look for a venue with its own parking lot/garage or one where parking can be acquired nearby.
Even if the venue does not provide valet service, some event planners supply it for participants in unusual circumstances. Valets transport cars to and from nearby parking lots. (This solution is usually only appropriate for large-budget events.)