Selecting The Best Venue For Your Event
Choosing the perfect location for your next conference or event can be a challenge. Talking to sales managers, corresponding your agenda with available space, compiling essential event information – these are all critical components which you must be considered when choosing the ideal venue.
Below is a checklist of 10 things to keep in mind when shopping around for the perfect location.
Carefully Consider The Cost
Keeping close tabs on overall cost is perhaps one of the most important things to consider when choosing an appropriate venue. Creating a budget prior to shopping for locations will help you determine the best, affordable options. This budget should include aspects that will make the overall event enjoyable such as food, drinks, swag, etc.
Location, Location, Location
Where you hold your event is almost equally as important as the cost of the event. If you’re expecting a smaller attendance, opt for a setting that’s intimate. Are you hosting a tech conference? Scout for locations with a modern, updated feel. Having an educational event? Choose a spot with the appropriate atmosphere. While cost is critical, carefully selecting a location that will enhance the overall effectiveness of your event.
Amenities Are Key
What facilities will you need for your event to run smoothly? Do you need separate meeting rooms or a function suite? Are there screens and high-def televisions at your disposal? Is there high-speed, unlimited Wi-Fi access? Prior to shopping for venues, make a list of amenities you’ll need for a distraction-free environment. Take this list with you to different locations and enquire with the sales manager about the availability of these facilities.
Look At The Layout
While choosing the location typically occurs at the beginning of the planning process, it’s a good idea to know roughly how many people will be attending, what activities you’ll be including, what services you’ll needs, and what ambiance you wish to achieve. Ask for an illustrated floor plan of each venue you visit and take note of important aspects such as where the outlets are, where you can set up your equipment, how the floorplan will affect the flow of traffic, where and how you can host your activities, etc.
Acoustics Are Essential
The last thing you want at your event is for the venue to be so loud attendees have a hard time hearing each other or the speaker. That’s why it’s important to consider the acoustics of your location. Low ceilings are bad for big crowds but large warehouses cause echos. If you choose a location with poor acoustics, consider using acoustical clouds or canopies.
Following these five steps, you can easily and quickly find a venue that fits your wants and needs. For professional assistance planning for event, visit BlueShift today.