Event and meeting planners go to great lengths to ensure their events are not the same cookie-cutter gatherings that everyone is used to attending. They want their event to stand out and be a truly enjoyable experience for guests. This is especially important for non-profit associations, who might be using the event as an opportunity to attain new members and raise money for the organization. If people are engaged and having fun they are more likely to support the organization. One of the most important aspects of planning a successful event is selecting the right venue. Here are a few things to consider when looking for an event venue.
Space and Configuration
This is very important as you want to be sure the space is the right size for your group and provides enough flexibility to accommodate more or less guests than planned. You also want to pay attention to the configuration of the space to be sure it will flow openly without separating your guests.
AV and Lighting Capabilities
Lighting, music, video, and other productions can make for a memorable event. Check to be sure the venue can accommodate all of your needs.
Location and Ambiance
Look at photos of events that have taken place in the venue. Get a sense of the ambiance and make sure it is appropriate for your program. You also want to make sure the location is convenient for the majority of your attendees. You need to have an idea of the needs and goals of your group and choose a venue that matches up with those specifications.
Quality of Food
Food is critical to the success and memorability of an event. You want to select a venue that has a reputation for serving delicious food that meets your budget. You also want to check for variety to be sure they can include vegan or gluten-free options.
Parking and Accessibility
On-site or nearby parking is important when you are trying to host an event for a large number of people. Attendees want convenience when parking, which also includes free parking if possible. In addition, you want to be sure the venue is accessible for those with disabilities as well as older guests who aren’t as mobile.
Accommodating Event Staff
Planning a large event is challenging enough, so it is vital to choose a venue that has an exceptional staff. Event staff can take a great deal of the burden off your shoulders if they are knowledgeable, experienced, and efficient. It is a great idea to ask for references and see how others would rate the event staff.
Selecting the right venue is possibly the most important decision an event planner can make. It has a drastic effect on the outcome of the event and sets the scene for the entire program. The venue can influence the experience of your guests, therefore, consider these helpful tips when searching for your next event venue.