Selecting the perfect venue is one of the most important decisions you have to make when hosting an event. While finding one can be tricky, if you manage to do it right, it can drastically improve attendee experience. To help you out, we are listing six important factors you should consider when choosing the ideal event venue.
Setting the budget for the event
First things first, when it comes to hosting an event, you want to make sure that you set a clear budget right from the start. A large portion of your budget will go towards the venue, while the rest of the budget should cover everything from entertainment and food to staff and supplies.
Event promotion is another expense you’ll need to factor in. In addition to using traditional promotional tools, consider relying on digital advertising (e.g. paid social media). Mails are among some of the best channels for promotion, and there are a couple of types of email marketing you can utilize to get your event noticed.
Creating the right ambiance
Your choice of the event venue will also be influenced by the mood and ambiance you are looking to create. You want to find a venue that is in line with your topic without it requiring any costly modifications and decorations.
Pay attention to the venue’s interior and architectural style and see how it matches the atmosphere you want to create. A ballroom will be a much suitable option for a black-tie affair compared to a fancy night club, while venues such as art galleries are best suited for networking events and workshops. Building your business is about establishing an effective communication with clients, and by prioritizing your clients and making sure that the venue appeals to your audience, you will be able to create an engaging ambiance that will help you get your message across more easily.
Ensuring high-quality audio and visuals at your event
Hiring entertainment can be a great way to enhance attendee experience and engage your audience. That being said, poor acoustics and visuals and the sound that is too low or too loud can put a damper on your event, so it’d be a good idea to test out your event space beforehand. To ensure that none of the acoustical problems are overlooked, make sure that you’re working with reputable companies you can rely on for the best AV quality.
For instance, the reputable Media Powerhouse caters events with quality solutions and takes care of everything from video and audio to lighting, staging, and rigging, ensuring an enjoyable experience regardless of the type of live event you’re hosting. Whether you’re planning on hiring speakers or holding presentations, making sure that the stage and AV quality are up to par will help enrich event content and fulfill your event vision.
Finding the right location
This will largely depend on your guest list, not only in terms of the number of people attending the event, but also in terms of the location’s proximity to the guests. You want to select a location that’s not hard to reach and easy to find, especially if you have guests flying in and coming in from out of town. Even if you’re hosting a local event, you still need to make sure that the venue isn’t too distant from the homes and workplaces of attendees.
Hosting an event as well as participating in one is also a great way to increase engagement with local customers and create a meaningful bond with them, and if you manage to find a venue at a desirable and convenient location, you will ensure a great event turnout.
Paying attention to the room capacity of the venue
You will also need to keep in mind the capacity and size of the venue to be able to accommodate your audience comfortably and legally.
Think about the layout and the table and chair arrangement and make sure that the seating isn’t too tight and that the guests can move freely through the venue – it can really influence attendees’ perception of your event.
Knowing which services are offered by the venue
While there are venues that will only provide you with the space, other venues will also offer certain additional services. Additional services may translate to lower overall costs, so it pays to learn exactly which services are offered by the venue. For instance, they may offer catering services, provide you with outdoor seating options, or have a setup/clean up crew to take care of the venue before and after the event.
They may even offer services that you didn’t even consider when planning your event, yet they may potentially become a big part of it – all you have to do is ask.
Finding the ideal venue is no easy feat, and there are several important factors that you need to consider in order to make your event a success. Keep them in mind when doing your research, and you’ll have no trouble finding the right venue for hosting your event.