Tips 50 – The 50 ways to choose the Perfect Event Venue

How to choose the perfect venue for your event? Staging a successful event depends on a number of
different elements and one of the most crucial is ensuring that the venue is perfect.A football crowd
doesn’t fit into a small conference room and a handful of people feel out of place in a large stadium.

A PERFECT venue encompasses the necessary details that is suitable for the event.So to get the
things right , consider the following tips when matching your event with the venue.

1.Know the Type

Start with the type of event you are planning.Is it a conference or for your parents 50th anniversary?
Create a checklist and put this at the top of the list. It will help you to include all the necessary
requirements for your event.

2.Know the Number

How many people are you planning to invite or do you think will attend.It is handy to set the
maximum figure to ensure that the guest list doesn’t spiral upwards out of control.Once you have
this figure you can estimate the size of venue that you will need.

3.Know the Cost

When planning an event, staying in budget is always one of the biggest concerns, so cost is obviously
a factor when choosing your venue. One of the biggest ways to lower the price of a venue is to have
your event on a day that is less sought after than others. You should also be aware of any additional
services a venue offers, but we’ll touch on that later.

4.Create Accessibility for the attendees

The main thing to consider when it comes to the location of your event is how easily your average
event attendee will be able to reach it. If most of your event guests will be “in-town” guests, then
holding the event in close proximity to their homes or offices makes sense. Whereas, if most
attendees are visiting from out of town, choosing a venue near the airport or bus station is more
practical. The key to venue location is limiting the hassle your guests will have to face while traveling
to your event.

5.Review the venue’s reputation

Before you pick a venue, try to find out a little bit about it. What the venue operator says could be
different to what you hear from someone who’s hired the venue previously. If you can, speak with
others who have held events in the venue you’re considering.

6.Check out the venue

Does the venue feel right? Does it have the right character for your event's theme? What about
parking and disability access? Is there adequate staffing? Examine details — carpet, decor,
draperies, room size and flexibility in accommodating tables and layout changes.

7.Flexibility in Event Dates

Being flexible on the event date can be a great way to negotiate with venues. They may have open
dates on their calendar that they want to fill. By providing 2-3 date options, you are more likely to get
discounted pricing.

8.Design a Layout

Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a
rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of
your team and the attendees. While narrowing down your selection, get an illustrated floor plan of
each venue, and walk through your favourites at least once, making note of important things such as
where the outlets are and where AV equipment is or can be located.

9.Choose the Right Ambiance

Perhaps the least technical aspect of a venue to consider is how well it matches the mood or
ambiance you wish to establish. If you are hosting a Fundraiser Gala, you probably want a venue that
has an extravagantly fancy feel to it. If you are throwing a company (family) party, you are going to
want your venue to be less formal and more fun.

10.Follow suitable style

Think about the type of venue that would best suit. You can save money by choosing a venue that fits
the theme or style of your event. Alternatively, hire a unique space that doesn’t require much
decorating. Vintage venues, such as Betty Blythe, are perfect for themed bridal showers, baby
showers and girly get-togethers.

11.Ensure Parking space

Does the venue have a parking lot or valet parking? A venue with a parking lot is what dreams are
made of. If that’s not the case, are there parking lots nearby which attendees can access and use? If
there is no parking available, you’re not completely out of luck as you have a few alternatives:

You can reserve nearby parking lots for your attendees and either include the cost in the ticket prices,
or have attendees pay when they park.

Take a look at Uber and Lyft discounts offered for events. You can negotiate with them to set this up
and distribute the promo code to your attendees.

Be well informed about Insurance

It is also a great idea to START EARLY in planning to have this added as well as to have all of the
wording required, address, etc., prior to contacting your agent.

12.What kind of Entertainment you should get?

Who is coming to this event? Audiences will react differently to different types of entertainment. If you
want dancing involved, consider a DJ or musical guest, but if it’s dinnertime entertainment, you can
open up your options more.

13.Choose the right Acoustics

Have you ever attended an event at a venue that was so loud, it was hard to hear others, causing you
to strain your hearing and lose your voice, all in one night? That’s caused by poor acoustics.
Acoustics is just a fancy word for how sound travels through the venue. A low ceiling will make the
venue seem cozy, but it will make it louder if it’s packed. Alternatively, a large warehouse-style venue
will result in echoes, or what architects refer to as “reverberation”.
Provide a way for attendees to share a ride or a cab with each other. It would also be a good chance
for them to interact with each other.

14.Tasting and Catering

Would you like the venue to provide catering? If so, ask if you can do a menu tasting and whether the
venue can accommodate special dietary requirements (gluten free, vegetarian, halal, etc.). The
Mandeville Hotel in Marylebone serves up authentic British dishes.

15.Weather

In case of an outdoor event, ensure you have a rain plan in case of a bad weather.

16.Services and Amenities

Does the venue have a kitchen and can it provide catering to your event? If so, often a venue will
waive the facility fee and only charge a down payment along with the cost of food for each attendee.
Those venues without kitchen facilities may have a partnership with a food provider that you’re
required to use. You may want to check their food in advance. If it is not good enough, it can create a
negative impact on your attendees’ experiences. So, either go with a venue that serves great food or
allows you to bring in outside food vendors.

17.Make it a Tech-friendly venue !

Your technology needs will depend on your event, so it’s smart to have an idea of the types of
attractions you’ll host. Professional presenters will need projection screens. Performers might need
lighting systems. Everyone needs access to good audio.

18.WIFI availability

It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees. If
not, this is an additional element you will need to provide. Also, determine if there will be tech support
available onsite during your event. Nothing aggravates attendees more than having their mobile
device stall or wandering aimlessly around the event searching for Wi-Fi.

19.Follow the guidelines

Certain venues come with strict policies and restrictions, so make sure to peruse them before booking
to avoid any inconveniences. Restrictions may be imposed on decor, the type of food served, and
sometimes, alcoholic beverages. Some venues may also charge extra to accommodate your
preferred vendors, in the event that their partnering vendors do not suit your fancy. This may result in
unnecessary expenses, so you are better off booking venues that offer more flexibility.

20.Assess safety risks

While most commercial venues have to meet certain safety standards, there will inevitably be other
factors that could pose potential safety risks to your guests. It is always a good idea to keep an eye
out for location hazards. For example, a slippery pathway or a poorly lit entrance could result in an
unfortunate bump or tumble.

21.Build your relationships

Establishing and fostering great business relationships with venue operators, existing customers and
potential clients is a big part of ensuring continued event management success.Once you’ve
developed a trusted relationship with a venue operator, you’ll be in a better position to negotiate
special rates or gain access to special facilities.
22. Enhance the experience

Whether you’re planning an event for yourself or for a client, it is valuable to always look for ways to
enhance the event experience for guests and hosts alike. This could be something as simple as
providing great, personalised service, or resolving a complaint without fuss.

23.Suitability

Does the proposed venue reflect or detract from the event’s image? It’s important that the venue is
clearly aligned with not only the image that you are trying to project, but also that it’s the most
appropriate place for your target audience as well.

24.Lodging Accommodations

If the venue is not located within a hotel, there needs to be suitable lodging accommodations within a
reasonable distance of the event. If the venue is not within walking distance, check to see if the hotel
will provide a shuttle service. If not, factor in the availability and expense of taxi or car services for
participants.

25.Additional services

It’s quite possible that a venue offers a service you would have never considered, but would make an
excellent addition to your event. For example, a conference center might offer rooms with interactive
whiteboards. You may not intend to use a tool like that, but once you know it’s available, it may
become an important part of your event.

26.Staffing

Find out the attendee to venue staff ratio to determine if there will be enough wait staff, concierge
support, and security for your event. You will have a lot on your plate during event day, so check if
there is an on-site dedicated venue coordinator or designee to assist with any issues that arise. Also,
see if the staff will help you with surveys or onboarding and promoting your event app to your
attendees.

27.Make it a Green Event

Increasingly, businesses are choosing partners and vendors that have an eco-friendly approach. If
carbon footprints matter to you, ask the venue about their green initiatives, recycling practices, water
and energy conservation. You can request that the venue use refillable bottles or glasses for your
event, avoid overly packaged foods, eliminate straws and avoid disposable flatware and dishes. Look
for venues with green certifications or memberships. IACC, for example, provides a Green-Star
certification in three tiers (silver, gold, platinum) for member venues that meet a stringent list of
standards covering waste management, recycling, reuse, water conservation, purchasing, energy
management, air quality and food & beverage.

28.Keep up with the Branding

It’s very important to consider the ease of branding opportunities. Branding is key, so make sure you
can do it! Ask the venue coordinator what signage and branding opportunities are available
throughout the facility, not just in the event space itself.

29.Consider Unique Venues

Rates are much lower at unique venues like a new museum, an aquarium, an art gallery, a public
garden or a restaurant. Chances are attendees will be drawn by the novelty of the venue.

30.Make a short list of Venues

Send out requests for proposals to the venues you listed. Include all your requirements (food,
beverage, equipment, conference and room accommodations, etc.) in your request so the proposals
they send are precise.

31.Power of Negotiation

You have a better chance in negotiating rates and getting concessions if the venue sales manager
sees that your event can lead to future business. Show him your track record — past events you've
held, number of registrants per event and room nights booked. This will give you a leg up on
negotiating room rates, catering costs and contract terms that you may not be comfortable with.

32.Flexibility is the key

If you can hold your event during the off season, you can get a better deal. Rental costs for meeting
rooms and guest rooms are much lower. Provide alternative dates to your short-listed venues, and
ask if they can recommend additional off-season dates that may work for you.

33.Know it all !

Know each venue's terms for deposit and final payment. Ask about policies regarding cancellation,
change of date (perhaps due to weather), and last-minute changes. The more flexible a venue is with
payment options, the better. No event planner wants to have to do any of the above, but it helps to
know in advance, just in case.

34.Examine add-on costs

If your short-listed venue prices are extremely close, examine the breakdowns. Some venues will
have a lot of “add on” costs which can drive the final cost much higher than what is listed. Make sure
that the price that is quoted includes all of your requirements.

35.Time is money

When you're examining the breakdowns of quoted costs per venue, be sure to have a clear idea of
the services that will go with it. If one venue will provide more services, but charges a little bit more, it
might in the end be a money-saver for you if you already have a lot of work to do and could use the
added help.

36. Think Out of the Box

Make it a memorable event for the attendees so that they may cherish it forever.It could be thinking of
their welfare or choosing to do something for their benefit.

37.Create a Buzz

You should make your event popular by accentuating your venue.For eg. Destination weddings holds
a curiosity in the minds of the people.

38. Social Media as a tool

Nowadays, social media helps to popularise and choose from a wide range of venues. So without
thinking much, hop on to find the latest trends and designs of your venues.
39. Be Creative

One should be creative in combining your theme with the desired venue.Let it blend with your creative
imagination.

40. Develop your own style

Make a good imprint on your attendees by creating and merging your skills to make a bold impression
on the people.

41.Start well in advance

Most event planners recommend to start looking for a site at least six months before your event. This
will give you ample time to source out and book a venue that best fits your needs.

42. Select from Multiple venues

Shop around until you find the venue that checks everything off your checklist. Some event planners
suggest expanding your search to include unconventional locations, such as public libraries,
museums or art galleries.

43. Schedule your Program

A program is a nice, professional gesture to show other guests that your event is organized and
timely. Having time slots for each presentation on the program brings results. It’s also nice to be
carrying around a schedule so that guests know where to go next as well as how long each
presentation will be. If there are multiple events occuring at the same time, it’s good to have the
options listed in the program.

44.Audience comes first

You need to give your audience the love they deserve. Whether you’re organizing a conference,
banquet or trade show, it’s important to ensure that the venue captures the needs of your attendees.

45. Taking Your Time

As I’ve said in my previous blogpost, make sure you give yourself adequate amount of time to
complete your tasks. Don’t wait until the last minute to get everything done. You’re only going to
stress yourself out more and get stuck in a rut you don’t want to be in. Keep delegating, managing
your time well, and most importantly, have fun!

46. Go for the Feedback

Once the event is over,one must include feedback arrangements to ensure if there was some
malfunctioning during the event.

47.Give it your best shot

One must be able to think from all aspects in deciding the correct venue space according to the target
audience and list out any poor outcomes.

48.Envision your setup

Keep a close vision on the type of setup you want for your event.Your imagination creates reality.

49.Choose creativity over normality

It’s your responsibility to make it as creative and unique for your audience.
50. Accentuate your venue the most

One must be able to add as much additional décor to accentuate your idea and image of your perfect
setup.

Lastly, the definition of a perfect venue is different for every person as it holds a unique image for the
person.One must be open to extract as many ideas as possible and deliver the best result to your
target audience.