Selecting the perfect event venue is one of the most important aspects of your event organisation. Whether it’s a large conference, a corporate event, small meeting or gala dinner – the venue choice can make or break your event.
It’s vital that you take extra care and thought into where you’re going to host your event, here are the 5 things that are vital to consider when checking out venues.
Location is everything. Think about your delegates, where will they be coming from? How long are they staying with you? Consider transport links, parking, and if your event is over a few days – maybe even accommodation. You want a location that is so accessible that it’s not an inconvenience for people to attend you event. A well known stadium, a popular hotel, or even reputable conference centres are some examples of where you can host your event. Easily accessible and convenient, you don’t want your delegates being late, or even deciding not to attend.
With all events, comes a cost and most often than not, the venue is the biggest one. However, the most expensive isn’t always the best, and the cheapest isn’t always the worst. Whenever you’re considering your venue, make sure it’s cost effective – are you getting what you want for your money? Is it really worth it? Have a budget in mind, but know what you want from your budget, work out what it is you want from your venue, that’ll help you decide how much you want to pay.
The size of your venue is essential to your delegate experience. Having a space too large can feel empty, and a space too small can feel overcrowded. Have an idea of the number of delegates you’re expecting, think about your equipment and their sizes and from there, you’ll know roughly what size of a room you’ll want. (It’s also super helpful to think about how you’re going to seat your delegates, because a round table event compared to block seating makes a huge difference!)
Your delegate experience is vitally important, they are the ones who are going to spreading the word about your event. When selecting a venue, it’s always useful to take a look at customer feedback – what people have said about their experience. If there’s positive feedback and great reports, then you can be sure you’re in good hands and your delegates are more likely to have a great experience.
When considering a venue, think about the practicality of the day. Imagine being a delegate in the venue, and walk through the event space and imagine what it would be like hosting your event there. Where are the electric points? How close are the bathrooms to the main room? Is there WiFi? Where are your focus points going to be? All of these things are key when considering your venue, after all, if it’s not practical, it’s not even worth looking at. It can be the fanciest, most reputable place on earth, but if it doesn’t suit your specific event needs, then it’s not going to work.
The most important experience, is the delegates experience, so when looking at potential event spaces, keep this at the forefront of your mind. Ask questions, seek information and enjoy planning!