Ce diaporama a bien été signalé.
Nous utilisons votre profil LinkedIn et vos données d’activité pour vous proposer des publicités personnalisées et pertinentes. Vous pouvez changer vos préférences de publicités à tout moment.

Elements to consider before choosing the event venue

8 vues

Publié le


In the event planning and management, the most important element to consider is ‘The Venue’ of the event. If you are from an event management company then you might understand what it takes to find the perfect venue for the event. And if you are someone new to the event management industry, you must know beforehand what necessary elements you should consider for choosing the event venue.

Publié dans : Formation
  • Soyez le premier à commenter

Elements to consider before choosing the event venue

  1. 1. ELEMENTS TO CONSIDER BEFORE CHOOSING THE EVENT VENUE In the event planning and management, the most important element to consider is ‘The Venue’ of the event. If you are from an event management company then you might understand what it takes to find the perfect venue for the event. And if you are someone new to the event management industry, you must know beforehand what necessary elements you should consider for choosing the event venue. In this article, we will guide all the newbie in event management industry on how to choose the perfect venue for their event. Now, the question arises when you should start your hunt for the event venue? The minute you have the information regarding budget, estimated
  2. 2. event size, and space requirements, you should start your search for the event venue. The most important thing is that you should book your venue 5-6 months before the actual event so that you have ample of time to organize other critical things well like the catering, event brochures, and websites. For the event planning and management are you using any kind of tools? If not, check here Which Event Management Tool You Should Use? What elements to consider when choosing an event venue? Location You might have considered this element already. For a local event, you might opt for the location which is near to the most attendees’ homes or places of work. But if there are attendees traveling from out of town then you might need to choose a venue which is within a reasonable distance from the airport or the hotels they are residing at. If you want to reduce the chances for your attendees to be late, provide your attendees with a mobile event application like Whova, which is essentially a standard these days. With GPS maps, driving directions, and parking/shuttle information available right at their fingertips, your attendees will be more relaxed and it will be less hectic for them to find the venue. Parking This element is on the list because there might be attendees who opt to bring their own vehicles to the events. In that case, parking turns out to be an essential element. If your venue does not have parking lots, then check if there are any parking lots available near the venue. Do not worry if your event venue does not have a parking lot, you can do the following:  You can reserve the nearby parking lot for the attendees and include the fare in the ticket cost or ask the attendees to pay when they park their vehicle.
  3. 3.  Take a look at the discounts offered by Uber for the events, you can negotiate with them to set this up and provide the attendees with the promo code. Capacity and Minimums  The capacity: You will need to have the information of the room capacity of the venues for a few reasons. First, 500 people (if it is your estimated event size) cannot comfortably fit into a room with a 250-person capacity. And second, there are fire and safety codes that the venue has to follow.  The Food & Beverage Minimums: If your venue offers food and beverages and sets a minimum food and beverage spending amount, ensure that the past Food & Beverage records from the previous events are in line with the minimum cost. If you estimate much more Food & Beverage spending than what the venue requires, it means you would be a good customer to them and that would be bad for your budget. Negotiate whether the venue can provide you with any complimentary service like Wi-Fi along with the F&B minimum. Services and Amenities Before you fix the venue, you should check for the service and amenities provided by the venue. Check for services and amenities like if they have a kitchen and can it provide catering to your event, does it have the seating and linens that can be used by you for your event, does it have a setup and cleaning department and does it have Audio Visual capabilities. Ambiance You should pay a special attention to the ambiance of the venue i.e. the existing décor inside the venue. If the ambiance nearly matches the theme or type of your event, then you have to work less on the décor part. Make sure to ask the venue holders, if you can make any changes to the place or not beforehand to avoid any conflicts. Accessibility Accessibility means the possibility, especially the attendees with special needs can access the building and its amenities. You might know due to your previous event experiences
  4. 4. that children are expected in your upcoming event but you should also keep a check on if there are any attendees with special needs who might need some special amenities. Acoustics You might have come across an event venue that was so loud that you were unable to hear the conversations. That is because of the poor acoustics. Acoustics is something how the sound travels through the venue. A low ceiling might make the venue seem cozy but it will make it louder when it is packed with the attendees. Alternatively, a large venue with a higher ceiling will result in echoes, or what architects refer to as “reverberation”. Cost and Flexibility on Event Date Being flexible on the event date can be a great way to negotiate with the venue holders. There might be chances that they have open dates on their calendar that they want to fill. By providing them with 2 or 3 date options, you might get some discount on the overall pricing. Now that you have the list of elements to consider before choosing the venue, it will be easy for you to get the perfect venue for your event. If you want to know about more such elements then do visit this amazing site. And do not forget to share your views on how this article was helpful for you in the comment section below.

×