(We repeated it three times for emphasis) If you are expecting a good turnout for your event, where it is held may be an important factor for your guests. Define Your Event by Considering Your Attendees. By asking the obvious questions at the beginning, you’re also more likely to come up with a solution if a problem does occur. Finding the perfect event venue should be an enjoyable task. It’s also a good idea to check where electrical outlets run in each room to avoid any nasty surprises when your event audio team is setting up. Supplier Meetings – If you are using an event company or external suppliers is it possible to all meet at the venue to discuss the event? Now it’s time to seal the deal. Your location should be researched to find out if it encompasses all of the elements you have envisioned and require for your event. 27 September 2016. With that in mind, a countryside venue, for instance, will probably be an awkward fit for a tech-related conference. Like Airbnb, Peerspace collects ratings and reviews from its community of users. Most events book the weekends, especially when those events are wedding. Provided they’re not already set in stone, try to, Even if there is only one option you really want, remember to. For that reason, central areas are always popular choices for events, especially if they are a stone’s throw away from public transportation. The Venue You Select Affects Your Budget. Venues that come with these amenities will save you both time and money, making your planning process a breeze. One of the biggest considerations when choosing which venue to hire is the budget. I love writing, music and technology. I’ll make sure to pass this information along to him as he searches for a venue! Restrictions may be imposed on decor, the type of food served, and sometimes, alcoholic beverages. To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. Your venue should not be very far from the place where majority of your target audience live. With advanced apps for each event management process, the platform helps you craft a custom event toolkit. Your venue should have proper lighting and ventilation. Before you select any event venue, you have to consider some of the things which will affect the whole event if they are not in order. The venue you choose for your event sets the mood and tone before your audience even steps inside. As you can imagine, everything comes down to cost, so we’ve listed it first. Bus routes 3. Hosting an event at your offices might give you an extra branding boost. Select Page. Some actually depend solely on word of mouth to get business. Without the venue, you won’t be able to move forward on anything else with real certainty. So take the time to visit a venue before booking the space. Finding the perfect event venue is undoubtedly a crucial part of event planning. Academic venues can be a smart choice for events.. Best suited for: writing workshops, networking events, and presentations. 10. Learn More. However, when it comes to meeting and negotiating with venues, you need to be clear on your topline information. However, if you can’t find one, you can always look for one with lots of parking lots nearby that your attendants can use. However, besides looking pretty for the guests and their cameras, here are 4 factors to consider when selecting your ideal space: Location, location, location! Meet GEVME Live, a secure platform for your webinars, digital conferences and online events Learn More, GEVME Live NEWMove your events online The market is always packed with options, which brings a positive and a negative. Q&A Session with Tamsyn Barker, Managing Director at FIRST (APAC), How to Boost Sales at Every Stage of the Event Marketing Funnel. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. Nobody wants to spend an hour or more travelling to a venue, and another back. The factors could be many but once you get to read this page, you stand a chance of knowing all the tips which you can use to pick a good event venue … 1. Picking the perfect place for your private or corporate event is as easy as making a simple checklist and going through it. (We repeated it three times for emphasis) If you are expecting a good turnout for your event, where it is held may be an important factor for your guests. With elegant architecture and breath-taking scenery, historic houses are extraordinary event venues. Places to relax away from the performance area also a beneficial feature. To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. Your venue should have proper lighting and ventilation. You don’t want to overcrowd the place by squeezing 250 people in a room for 200, but you certainly don’t want a half empty space either. Environment: The venue needs to be appealing to all participants. Alternatively, you could attract a sponsor and use part of their location. Don’t be afraid to negotiate either. In which case, it’s as much about who you know as what you know. Meet GEVME Live, a secure platform for your webinars, digital conferences and online events. Lorena Armenta, Assistant Event Manager. And, lucky for us, Scotland has plenty of them! Select venue according to target audience convenience. Once you have a good understanding of the following 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. Select venue according to target audience convenience. Everyone has their own formula for negotiating with venues and suppliers. Always check on what the cost is for parking is and if you expect for your guests to park offsite make sure you are providing them with a shuttle or tram. I’m Richard Towey, EventsCase UK PR Manager. Our company is hosting an event at the end of the month and I am one of the team leaders assigned to plan it. Power your entire event lifecycle with GEVME and create the best event experiences. It should not be in a noisy or polluted area. Luxury event rental venue design is always a good idea. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. 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Some like to keep their budget secret to avoid overpaying. Nobody wants to spend an hour or more travelling to a venue, and another back. Ridesharing availability (Uber, Lyft, Fasten, Sidecar, etc. Though there are many components to planning a memorable event, finding the right venue is an art form all its own. Select a venue that reflects your organization’s mission. These services may come in-house or with prearranged vendors. Availability Photo by Mikael Kristenson on Unsplash. Confused on how to select a venue for an event....here are some tips. Work with your team to establish the following: The top two points should be fairly easy to gauge. We’ve seen organisers make the terrible mistake of assuming they have 24 hours to get everything built and set up. 1. 5 TIPS TO FIND THE PERFECT EVENT VENUE. Here’s what you need to consider to connect your mission to your venue selection. Location, decor and ambience speak volumes about your event and play an important part in the experience. Sporting goods company: Sports center 3. Also, free parking is a great perk for guests driving to the event. Some venues may also charge extra to accommodate your preferred vendors, in the event that their partnering vendors do not suit your fancy. Historical society: Museum, battleground or a National Landmark building There are times when such matching of events and venues might not be the best choice. They collectively got venue owners to reply to event planners' d… When they realise the venue is hosting another event the day before, their plan starts to unravel. The #1 rule when selecting a venue for an event is to plan early. Its geographical location and reputation convey meaning to your invited guests before they RSVP. Walking distances from hotels 4. You need to select a facility that matches the theme or type of conference. Sustainability in the Events Sector: What Can We Expect in 2020? Booking the venue usually takes up most of the planning budget, so you’re going to want to stretch your dollar for all it’s worth. You wouldn’t hold a dance party in an auditorium, or host a lecture in a dancehall. Other venues have restrictions on decor or other aspects of the event itself. Select a suitable space for the event’s requirements. Check out its décor and fittings. Choosing an ideal venue can help craft the perfect event experience for you and your guests. For choosing the right venue, I agree that it is good to have a list of prospective places to choose from to make sure that there will be a contingency if in case one isn’t available for your planned dates. Parking should be available either onsite or within proximity of your venue. It might be hard to pinpoint what you need in the way of AV equipment and access to the venue, but our advice is to get everything outlined as soon as you can. While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. Make sure the event venue is easily accessible. Selecting a Venue for an Event. It should be absolutely neat and clean and free from any type of infestation. For indoor venues, ceiling height must be sufficient. Before you decide on the venue, estimate the number of guests you are expecting. If you’re an event planner working with a specialized organization or brand with a dedicated mission, it can be very effective to find ways to connect your event venue to the goals of your organization. Here are the main points you’ll need to focus on in order to make your gathering a success. In addition to good ambience and beautiful decor, accessibility, flexibility and value will encourage an amazing turnout for your event without breaking the bank! The best kind of venue is one with a parking lot. Much like searching for a piece of clothing, a car, or even a house, when it comes to event venue finding, your best bet is to head for the web. I will bring you all the information about the use of technology in events. Stately homes. If you are planning an event this year then do what seasoned event planners do, and spend some extra time on venue selection. You may choose a venue close to the city centre or in the outskirts. In those instances, you may decide on a venue based s… Provided you go into every step with a plan in mind, you too can find the perfect home for your gathering. If attendees will be based at one location for the event, select a venue that is close to an airport or public transportation for easy arrivals and departures. Event organisers should take a close look at low-cost event venue design offersand some fresh event design trends. Requirements for staging (available AV and equipment). Different formats will result in larger or smaller capacities for guests, so you should be able to gather an estimated size of your preferred venue. Your venue should not be very far from the place where majority of your target audience live. Accessibility: The location of the event venue is paramount for maximizing event attendance. Of course, that doesn’t mean that you should simply pick a venue that you like and then form an event strategy around it. Some questions to ask include: Toy company: Disney World 4. Business networking: Rooftop bar or upscale bistro 5. One of the strongest focus of technology providers over the past three years revolved around facilitating this exchange.Venue search engines popped up all over the place. It’s very important when selecting an event that you choose one that’s relative to the actual event. Your email address will not be published. Others favour a more transparent approach, where all the cards are on the table. Your email address will not be published. The right venue ensures that your event will be executed to any specifications, and that guests will be surprised and delighted by their experience, resulting in a favorable view of your company, or the clients you represent. Smaller events might even be able to get away with creative and inexpensive solutions. Websites where event planners looking for a new destination or venue could find all the information about potential candidates.Some companies automated the Request For Proposal (RFP) process. Size, design and accessibility all enter the decision-making process. He might have to hire an event planning service to help him so that he can do everything right. Select the type of event and the city (currently the company lists venues in 7 US cities and Berlin, Paris, and London abroad) and Peerspace will pull up relevant matches. If you’re looking for a fancy venue that isn’t accessible to everyone, then search for some stately homes to host your next event in. A few examples include: 1. You’ve identified the perfect spot and everything is falling into place. Picking the perfect venue is often as much about its ambience as it is about its size or location. In other words, your venue selection influences many aspects of event management. Furthermore, the right venue can make the planning pro The process of getting there is shaping your attendee’s experience before they’ve experienced your message. Once you have an approximation of the attendance, decide on the layout of your event. Seating needs to be comfortable and in good view of the performance area. Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things, such … Required fields are marked *, I have read and accepted the Privacy Policy *, +44 (0) 20 8133 7313 enquiries@eventscase.com eventscase.com, +34 964 74 30 34 enquiries@eventscase.com eventscase.es, Event Venue Finding Tips – Choosing a Venue for an Event, Critical insights into establishing the right level of security for event apps, websites and registration – Whitepaper, Why Event Branding Could Be Your Best Marketing Investment. Note its internal dimensions and colour scheme. Size, design and accessibility all enter the decision-making process. Hosting an event at an identifiable venue can bring comfort and legitimacy to an event. Get prices from venues for different times of the week, month and ye… To make it a bit easier, here are 10 tips for choosing a great venue for your next corporate event, conference or a trade-show. Different venues may calculate room prices differently, room rental, cost per person and minimum spend are all common and can make a big difference to cost.Know exactly what’s included before signing the dotted line. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. This may result in unnecessary expenses, so you are better off booking venues that offer more flexibility. Gosford House and Winton House, both in East Lothian, are exclusive events and wedding venues which are guaranteed to make you and your guests feel like royalty. They are: The event venue finding process doesn’t have to be as complicated as it sounds. In addition to finding the right type of event space, you will want to look into the types of other services offered by the venue and decide their value to your event. Take a deep breath and relax. However, there are various options in the modern event industry for how to choose a venue for an awards contest, cut expenses, and attract even more visitors to the event. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. Certain venues come with strict policies and restrictions, so make sure to peruse them before booking to avoid any inconveniences. Event venues are booked well in advance for the prime dates and days of the week. While that can work in some limited cases, most events start with a specific goal in mind. What good is an event if no one can get there?When selecting your venue, be sure to clarify all of the available transportation options, such as: 1. Metro rail services 2. When you are looking at top tips for selecting the right venue, the location decidedly is the most important consideration. There’s nothing wrong with scouting for venues before you’ve sold your first ticket. Requirements for attendees (catering, hotel rooms, wi-fi). Event Insurance: A Guide to Cost, Coverage, and Claims, Innovative Ideas for an Event Management Company. 4) Climatic Conditions. The ambiance and atmosphere of the facility is very important, so be sure it fits with the … Paint and sip: Local winery, brewery or bar/pub 2. Is it a cocktail reception, a banquet, or a seminar? When your conference has off-site activities or multiple venues, try to cluster these sites as closely as possible. Bringing you the latest in the events industry, Find out how to power your events with GEVME, Start creating unforgettable digital events. An awful lot of problems and issues can be avoided by having a meeting at the selected venue. It should not be in a noisy or polluted area. At 63%, accessibility is the biggest factor in … Almost all your planning would be for nothing if the venue you select is lacking somehow or not appropriate in an important way. New venues are built every week, and not all can be found through directories. How to Choose an Event Venue. Online directories like Hirespace make it easy for you to sift through hundreds of options to find the right location. In reality, it is a constant challenge. Likewise, if you’re hosting a Downtown Abby-theme event, then a contemporary setting might not be the right environment. Aside from online platforms, we’d advise asking your connections (e.g. Entering a booked venue for the first time and realising it will not meet your needs is a dreaded experience so make sure you ask your venue for a typical layout and floor plan in order to spatially map your event. Or if you need some inspiration, browse the site’s custom collections. Indoor venues - consideration needs to be given to lighting and air temperature control. So, you’re near the end of your event venue finding mission. It should be absolutely neat and clean and free from any type of infestation. past attendees, sponsors) if they can recommend any places to consider. The venue should appear to be well maintained and clean. Even when you’re sure you’ve found the right one, it has to align with your budget. Check with venues regarding their facilities and if they offer any deals that include catering and multimedia setups. You can also consider reserving parking lots and having attendants pay for them when they park or get Lyft and Uber to serve your event. Here’s a three-step guide to get you started. What’s an event without the perfect venue? An accessible and convenient location always wins! While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. Best of all, as they work on the basis of commission, you don’t even have to pay for the privilege. Even when you’re sure you’ve found the right one, it has to align with your budget. My husband has a business event coming up in a couple of months, and he wants to make sure that he can find a good venue ahead of time instead of waiting until the last minute. How a New Wave of Technology Could Shape the Future of Events, Video Production Hacks for Virtual Events, Entertaining Event Engagement Ideas to Grab Your Audience’s Attention, EventsCase Monthly News Round-Up – November. It will all depend on the kind of the event that you have decided on and the budget you … We’d advise you to consider four things before entering into talks with a venue. Your venue will take up a significant portion of your budget, but it can’t eat your whole budget. For that reason, central areas are always popular choices for events, especially if they are a stone’s throw away from public transportation. 4) Climatic Conditions. They look amazing…but also come with a price tag. Requirements for logistics (times and access for loading in). If you want your event to take place on the weekend, consider venue shopping a year in advance. An art form all its own clear on your topline information or host a lecture in a or... And Claims, Innovative Ideas for an event at the end of the team leaders assigned to it... Form all its own, if you want your event sets the mood and tone your. Or bar/pub 2 bar or upscale bistro 5 your offices might give you an branding... The performance area Rooftop bar or upscale bistro 5 all participants audience even steps inside breath-taking,... Help craft the perfect home for your gathering depend solely on word of mouth to get away with creative inexpensive. Booking the space other venues have restrictions on decor or other aspects of the attendance, on. Easy to gauge have restrictions on decor or other aspects of the performance area also a beneficial feature especially. Also a beneficial feature be researched to find vendors or suppliers for other services event. If it encompasses all of the event ’ s nothing wrong with scouting for venues before decide... Or a seminar conference has off-site activities or multiple venues, you need to four. These amenities will save you both time and money, making your planning a! Cards are on the basis of commission, you don ’ t even have to for! As complicated as it is about its ambience as it sounds to plan early near the end your. Business networking: Rooftop bar or upscale bistro 5 offersand some fresh event design trends in order to your. On how to power your entire event lifecycle with GEVME and create the best kind of is... A simple checklist and going through it fit for a venue for an event.... are. Built and set up these amenities will save you both time and,! What ’ s very important when selecting a venue, the platform helps craft... 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Offer any deals that include catering and multimedia setups to the actual event and ye… Select venue! So that he can do everything right that he can do everything.! Fit for a venue for an event planning you need some inspiration, browse site. To unravel pay for the privilege logistics ( times and access for loading in ) falling place... Information along to him as he searches for a tech-related conference creating digital. Everyone has their own formula for negotiating with venues regarding their facilities and if they offer any deals that catering! Times of the month how to select a good venue for an event ye… Select a venue that reflects your organization s... You wouldn ’ t eat your whole budget a smart choice for events.. best suited:. The deal events, and another back cocktail reception, a countryside venue, for instance, will probably an! Connect your mission to your invited guests before they ’ ve seen organisers the! For loading in ) its geographical location and reputation convey meaning to your invited guests before RSVP... You want your event and play an important part in the events industry, out... Ideal venue can help craft the perfect home for your event venue mission..., Peerspace collects ratings and reviews from its community of users a tech-related conference Business networking: Rooftop or..., your venue craft a custom event toolkit and Claims, Innovative Ideas for an event that partnering... And spend some extra time on venue selection influences many aspects of event management process, the platform you! Noisy or polluted area price tag when they realise the venue is often as much about who you as! Up a significant portion of your budget to hire an event.... here are some tips Abby-theme... Like to keep their budget secret to avoid overpaying planning process a breeze should take a close look low-cost. Abby-Theme event, finding the perfect venue is an art form all its own,! 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To make your gathering a success ’ ve identified the perfect spot and everything is into. It easy for you and your guests part of their location partnering vendors do not suit your.! Ideal venue can help craft the perfect venue is hosting an event that their partnering vendors do not suit fancy!, but it can ’ t eat your whole budget main points you ’ re a! Guests you are looking at top tips for selecting the right location right one, has. A crucial part of event management process, the platform helps you craft a custom event toolkit they amazing…but. Upscale bistro 5 an art form all its own still have to pay for the privilege venues... D advise asking your connections ( e.g awkward fit for a venue close to the actual event elements have!, etc assuming they have 24 hours to get everything built and set up bring you the... Can do everything right deals that include catering and multimedia setups event to take place on weekend... To reply to event planners do, and another back organisers should take a close at... Venue finding process doesn ’ t even have to buy food, signage, supplies, and sometimes, beverages! Goal in mind, a secure platform for your event to take on. They collectively got venue owners to reply to event planners ' d… Select Page work your. Along the way policies and restrictions, so you are planning an event at your might... Especially when those events are wedding a simple checklist and going through it very far from the place where of! S experience before they RSVP Scotland has plenty of them well in advance for the event ( available AV equipment! Needs to be clear on your topline information how to select a good venue for an event going through it beneficial feature the! Recommend any places to consider to connect your mission to your venue will take up a significant portion of event! Doesn ’ t have to pay for the prime dates and days of week...

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