Choosing the right venue is a big decision. It will set the tone for your entire event. If the location is shabby, cheap, or doesn’t meet the event’s needs, your event will suffer. If you design your event around a venue just to lock up a date quickly, you may end up compromising what is important to the event and miss out on something very special. You will end up planning an event to fit the building, not designing one that will deliver the results you are looking for. When looking for a place to hold your event—be it weddings, corporate events or social gatherings, you will need to consider some key factors
1. Where is your event taking place?
Your guest list will be a factor in deciding your event location. Where do most of the guests live and what transportation costs will be needed? Your event location can influence who attends your event. Your venue’s location should be easy to find and not arduous to reach.
2. What season of the year will your event take place?
Even seasons play a part in venue selection. The same venue in different seasons can produce a different set of event logistical and budget considerations. Every season can have its own challenges depending on the type of venue you choose. A tented event taking place in the height of summer, during the heat of the day, would require considering the cost of air-conditioning, backup generators or ceiling fans. At one event a guest collapsed due to the heat in a quaint facility that did not have air-conditioning. At another event held in the same location, custom fans were handed out to guests as a way to combat the heat and became a lasting memento of the event.
3. What time of the day will your event be taking place?
Time of day is an important factor. Will you be the only group holding an event in the venue or will multiple events be scheduled? If multiple events are being held, will you feel as though you are in an assembly line? What happens if the event that is scheduled to take place before yours gets a late start? What happens if their guests linger? How long will it take for your suppliers to set up, and for guests to have access to the room/venue? If you are the ones holding the earlier time slot, how will you ensure that guests depart on time so that the next event can set up? Will you feel rushed and harried, and would you be better served holding your event in a venue where you will be the only event in the facility or the only event using the room you have selected.
4. What is the current weather condition?
What if the wind blows off your tent in the heat of the event? Whether you are planning an indoor or outdoor affair, you can place your event at risk if you plan to have it outdoors without having a bad-weather backup. If you are considering holding your event outdoors, be sure to have a should weather become a problem.
Outdoor events require special setup and cost considerations. Also, there is the issue of making sure that rental items such as chairs, tables, decor, audiovisual equipment, etc., are secured overnight and during the move in, setup, teardown and move out days when people are coming and going.
5. Is the event taking place in one or more than one location?
If you are holding your event in two different facilities, you need to consider the travel time between the two venues, if your guests can easily travel between the two locations. You should not hold your white wedding in Bodija and your reception in IITA Moniya.
6. What is your budget?
Not all venues are created equal when it comes to their terms and conditions. As you can imagine, everything comes down to cost. our venue will take up a significant portion of your budget, but it can’t eat your whole budget.
7. What is the physical size of the venue?
Every building is limited by the number of people who can occupy it at any time. Some rooms are limited as well. Before you start sending invitations, it’s important to make sure the venue can legally and comfortably accommodate your guest list.
What a lot of people miss when thinking about venue size has less to do with capacity and more to do with the physical size of the venue. How tight will the siting be? Will your guests be able to move freely through the venue space without any uncomfortable hindrances on their movement? How big does the space feel? Is it cozy and comfortable? Is it open and spacious?
8. Does it have a strong Internet connection?
A strong internet connection or access to Wi-Fi throughout the venue is absolutely critical these days. Your attendees will expect to be able to check their email, text their friends and family, and post to social media throughout your event.
9. Does it have a parking space?
Parking is a deciding factor for many people. They need somewhere to leave their car. If parking is important for your guests, choose a venue that has their own lot/garage or a venue where parking space can be secured nearby.
10. What sitting arrangement will be used?
Space layout, seating and table arrangements and signage, can really make or break your event, especially when it comes to how people will flow through the space. This is especially important if you have things like keynote speakers or a performance that will need to be on a stage.
11. Are there other special amenities and services available?
Does the venue offer security? Are there any outdoor seating options? Are there emergency exits? Will a cleaning crew make sure the venue is clean before the event and clean up afterwards? Do they have adequate tables, chairs, linens, etc?
Consider the ages of your guests as well. If you expect babies, make sure the venue has an extra space for them. Does your venue provide accessibility for people with special needs? Neither age nor physical ability should be a barrier to participation. Consider the needs of all your guests–children and older adults, relatives or friends who may be wheelchair bound.
12. Are there any
You will want to be sure your deliveries, load-in, and setup go as smoothly as possible. . Most venues prohibit adhering anything to their walls. Consider the scale of staging, props, or décor you might want to have. Doors and emergency exits cannot be blocked; catering and venue staff need adequate service space.
13. Is there a venue?
Ask what assistance the venue will provide if weather or other uncontrollable factors force your event to be moved or cancelled.
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