By and large, it … Know your budget, and also be conscious of what costs might be subtracted or added with particular venues. Factors To Consider When Choosing An Event Venue; Factors To Consider When Choosing An Event Venue. Whether you are planning a corporate event, wedding, baby shower or even birthday, one of the things that you must consider is looking for the right venue. According to BizBash, some venues won’t even do business with you if you don’t have insurance. What are your strategies for dealing with irate clients? For example, an incentive program that encourages spouses to attend would be best suited in a recreational or resort type facility. Exclusive Vendor Lists – Preferred vendor lists allow for more flexibility in product choice and are also familiar with event space. With the above underlying considerations in mind, you can begin your venue search. In order to make this task easy, then there is the need for one to do a comprehensive research. You can change your cookie choices and withdraw your consent in your settings at any time. However, if many attendees will be traveling from out of town, hosting the event at a venue near the airport or their hotels will be beneficial. It is important to find a venue that meets all your event’s needs. Don’t be afraid to negotiate either. Choosing a venue that is the right fit for your party is another key factor. You will have to put a few things into consideration when For an event with attendees within a limited geographic range, a venue within a reasonable distance from most attendees’ homes or places of work may make sense. This is especially so when it comes to choosing an event venue. Choosing a venue can be difficult and because of this, you need to consider several aspects. The less the ambiance matches the desired feeling of your event (upscale, high tech, etc.) If you have 15 attendees, then you will not want a huge banquet hall. There are a lot of venues that are ready to host any event that comes their way. 10 FACTORS TO CONSIDER WHEN CHOOSING A VENUE FOR YOUR MILESTONE EVENT. What style is the architecture and what does the building’s interior convey? Location, Accessibility & Parking When selecting a venue, the location of the venue always features as one of the most important factors in the venue selection. For example if an event is being held a nice and top quality venue, the attendees assume that they will be eating expensive food, the decoration will make a statement, etc. We and third parties such as our customers, partners, and service providers use cookies and similar technologies ("cookies") to provide and secure our Services, to understand and improve their performance, and to serve relevant ads (including job ads) on and off LinkedIn. As you make your list of possibilities and begin touring the options, these are some of the most important factors to consider before making your final choice: Cost – As with car shopping, don’t test-drive a venue that you know you can’t afford. Photo by Sean Do on Unsplash. Of course, that doesn’t mean that you should simply pick a venue that you like and then form an event strategy around it. There are three things you need to know before you start looking for an event venue. When choosing an event venue, it is important to choose one that … 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. The factors that you need to put in mind when choosing the event venue will be discussed here. Factors to Consider When Choosing an Event Venue . Without a venue, there will be no event that makes choosing one the decision that will have the largest impact on your event. One of the biggest considerations when choosing which venue to hire is the budget. A venue with a parking lot is what dreams are made of. While that can work in some limited cases, most events start with a specific goal in mind. A low ceiling will make the venue seem cozy, but it will make it louder if it’s packed. Be cognizant of the technical services offered by the venue, whether the venue requires that you use their equipment or a particular vendor, and just how accommodating they will be if you need to bring in outside support. Whether you’re planning a ten person office party or a one thousand person product launch, the first concrete decision that needs to be made is the same: the venue. By using this site, you agree to this use. Choosing an event venue is the first step towards achieving a successful event. You’ll only end up feeling disappointed with the venue that you “settle” for. Fortunately for you, there are a few factors you can consider to help you narrow down on the best event for the event. There are lots of factors you need to consider to get the right place. While narrowing down your selection, get an illustrated floor plan of each venue, and walk through your favorites at least once, making note of important things such as where the outlets are and where AV equipment is or can be located. Cost. Planning for an event is something that requires a lot. You need to make sure that the venue that you will be hiring will be able to have some of the essential amenities … Before you can answer this question, you’ll need to understand who your attendees are and what their needs are. Organizing a conference is not so challenging if you have the right amenities. However, getting the right event venue is quite hard. But finding an event venue is no task and it becomes even more complicated if you have more attendees. the more decorating you’ll need to do to make up for it. Critical planning information, such as the date for the event, is dependent on the venue you select. Therefore, the following points will help you choose the right venue for your event. Before choosing the venue … Choosing a good event venue is paramount to achieving your event goals. Select Accept cookies to consent to this use or Manage preferences to make your cookie choices. When you’re ready to search for the perfect venue, consider the following 10 important factors: 1. As previously mentioned, you’re putting on your event for a particular purpose. Finding the right venue for your event can take up quite a bit of your time. You will have to pick from many options so to make the right decision, you should know your event’s exact requirements. As you make your list of possibilities and begin touring the options, these are some of the most important factors to consider before making your final choice: Cost – As with car shopping, don’t test-drive a venue that you know you can’t afford. Even if venue providers provide such things, you should check the condition of the facilities first. To create positive vibes among the audience, an event planner needs to make the right choice of venue. Location – Will everyone from your office need to drive an hour to get to the venue? Preferred vs. prior to contacting your agent.”. Once you have the venue, everything else can start falling into place – the exact date, the decor, the entertainment, the food… all of it. The location of the event venue has to be considered when making a selection. With the above underlying considerations in mind, you can begin your venue search. It is impossible to know exactly what will happen until the event arrives, but you can plan ahead to help ensure that everyone is warm or cool enough. Size. Depending on the type of event, sound carryover may not be an issue. Exclusive vendor requirements may limit the ability to secure competitive pricing and reduce the number of options and services. As you can imagine, everything comes down to cost, so we’ve listed it first. Top 10 Factors to consider when selecting an event venue 1. Acoustics is just a fancy word for how sound travels through the venue. Lighting, AV, and Technical Needs – Some venues are old pros when it comes to screenings, complex lighting, electric decor, etc., but not all. To learn more about finding an ideal location, or if you could use a second set of eyes for your next event, give us a call. What are some of the ways you measure event success? If so, leave a comment, or Tweet to @WhovaSupport. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. As a fact we know that when planning an event, there are lots of questions that would often come to mind. 4. However, if you take the above into consideration when doing your research, you’ll find the perfect venue for your event. If there is no parking available, you’re not completely out of luck as you have a few alternatives: Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of your team and the attendees. In addition to the appearance of the site, it is also important to take into consideration the services and amenities that the venue offers. For more information, see our Cookie Policy. What Factors Do You Consider When Choosing an Event Venue? A product launch will have different requirements than a non-profit event. Contact the area’s local Convention & Visitor’s Bureau to inquire about venues that best suit your needs. As you can see, there’s a lot to consider when choosing your event’s venue. Every corporate event has their own have their own set of requirements. Should the event appeal primarily to college students, or to professionals at the top of their fields? Being flexible on the date can be a great negotiating tool, as certain days of the week tend to cost less. 6. Whatever your date requirements, it’s usually a good idea to start planning at least twelve months in advance. You could offer valet parking for the event, even if the venue doesn’t. Are there nice hotels nearby? Get prices from venues for different times of the week, month and ye… Is this an experiential event for everyone in your office, or perhaps an intimate presentation for potential investors? Some of the events that you may want to hold, you need to look for an event venue before the day of the event. 322 South Michigan Avenue, 9th Floor, Chicago, IL 60604 | Tel: 1.312.280.1366. See our, 7 Tips for Attending a Conference Alone (And…, How to Expand & Keep Your Network with Whova…. It is also a great idea to START EARLY in planning to have this added; as well as to have all of the wording required, address, etc. Will guests coming from out of town be able to get there easily from the airport? You need to make sure your venue can host the number of people you are catering to and provides the right capacity to comfortably plan for your layout, decor and needs such as dance floor, catering, stage etc. of PartySpark.com elaborates on the importance: Often when novice event planners are touring a venue they forget to consider guests of all ages. If there’s only street parking available, you can encourage them to use. The number one factor is the size of the location and the number of people you expect to have at your event. There are so many different factors that you must have in mind when looking for an event venue. Exclusivity of Space – Are you sharing space with others, or is your event the only one that day and time? In this situation, reviewing recent events hosted by your organization may give you a sense of this. Once you have the venue, everything else can start falling into place – the exact date, the decor, the entertainment, the food… all of it. Alternatively, a large warehouse-style venue will result in echoes, or what architects refer to as “reverberation”. Meg Hall, C.E.O. This means looking for a venue that matches your event. The third guide that you will have to make sure that you consider when you are choosing an event venue is the recommendations that you will get. Think about the security needs of your event. This date will inform the timeline and milestones you’ll need to work with until your event happens. You can consume much time in trying to get an ideal venue for your event. I like that you said that when choosing an event venue it’s important to remember that size is not just about square footage and fire code capacity – … Does the venue have a parking lot or valet parking? If you are having an event, you will realize how stressful it is to search, inspect and speak with the managers of these venues. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. 3. The factors … That’s caused by poor acoustics. Consider the following information to get the best venue according to your needs. Maybe you’re celebrating your company’s Anniversary. Meaning – if your event is going to have a lot of children or babies, check the restrooms for diaper changing stations. 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. Keep the needs of your specific attendees in mind, and remember to inquire about the costs of parking and/or whether a valet service is available. Your venue will take up a significant portion of your budget, but it can’t eat your whole budget. Is it possible to unload the equipment without blocking streets or alleys? You can rent out or reserve nearby parking lots for your attendees and either include the cost in the ticket prices, or have attendees pay when they park. (Check out our recent post for more on when to start planning!). Whatever the case may be, here are a few important things to have in mind before beginning a venue search: Some events need to occur on a particular day, others in a particular season, and some may be more open-ended. Choosing a Unique Event Venue – WeInvite Security – This is an additional factor that  tends to be overlooked. Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things, such … Without the venue, you won’t be able to move forward on anything else with real certainty. What factors do you consider when choosing an event venue? Consider the following: A convenient location means different things for different events. Although, acoustics aren’t the be-all and end-all of your event, there are things you can do to improve them such as making good use of patios outside the venue, or as Armstrong Ceilings states in their article written for the American Institute for Architects’ website, you can use acoustical clouds or canopies. “There are several venues that require a certain amount of liability as well as them named as additional insured for the event,” states Hallquist. These basics are gonna help you a lot in filtering your best options for your event venue. While a sales conference with an all-business no play objective would avoid such a space, focussing on a more conventional venue. You’ll only end up feeling disappointed with the venue that you “settle” for. From the seating to the food and entertainment, your venue will determine what you choose for each. If you’re planning a fundraising gala, you may like a more formal, stylized space. The many event venues available will give you hard time and you will have to ask for other people’s opinion on the best one. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. The venue is the place where the events and functions are being organized by the event planners.The venue can be used for wedding events, corporate events, birthday parties and more. Posted on 09.15.17 08.07.18 by AtelierEvents. This will make the venue even easier to find and will help your attendees have an even more pleasant experience at the venue. A lot of research and hard work goes into choosing a venue that’s suitable. The layout and floor plan will greatly affect a few different aspects of your event: Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities. Providing a valet may be essential if the event is an upscale event such as a gala. You should consider the location. “Typically you can ask your general liability insurance agent for this endorsement for your event. 2. Amy Hallquist-Hamric, president of Hallquist Insurance Agency agrees with BizBash. There are several places in the GTA to hold an event, so you need to consider several factors to understand if a location is right for your event. Factors to Consider When Choosing an Event Venue Posted by eventvenueblog778 March 6, 2020 Posted in Uncategorized There are times that a person might want to host an event and hence they might require to look for an event venue where they can host their event. Event Flow – Whether you’re planning an event that needs multiple break out spaces, a separate cocktail area, or that needs to host a sit-down dinner, you need to consider not just the overall space, but how individual rooms or areas can be utilized. Another important thing that most of the event planners do not consider is the weather. What is the cost of effectively securing the space? The first thing is choosing the venue but the planning does not end here. Before you begin your search, there are a few things you’ll want to have a strong understanding of: Once you have an idea of these three things, you can begin your search for a venue. A lot of pre-requisites should be taken care of. Ambience – If you’re planning a product launch, you may be on the lookout for a venue that’s essentially a blank canvas – a space that you can turn into whatever you need it to be. How do you keep your event budgets on track? Restrooms – This element is often overlooked but is extremely important. 5. When organizing an event, you are confronted by many decisions. Loading Dock Access – Make sure that the venue has appropriate entrances, ramp access, large enough elevators and door frame dimensions. Often, people find it hard to get a good venue simply because they do not know the right questions to ask. Next Level Event Design Copyright 2017 - All Rights Reserved. Whether you’re planning a ten person office party or a one thousand person product launch, the first concrete decision that needs to be made is the same: the venue. I am also considerate of guests special needs as I create a seating chart. Thankfully there are a few shortcuts to help you save time: As a cost-conscious organizer, you may want to keep the venue cost down to allow more room in your budget for food and beverages and entertainment. By Brittany McDaniel Blog March 26, 2018 There are many factors that come into play when planning an event. Once you know those three things you can start looking for a venue. Choosing the right venue that suits the event type is not always easy, but here some factors that you will need to consider, which will guide you in making the right decision. Are there specific loading times that may interfere with your deliveries? Tell me about a time you had to deal with a last-minute change or unexpected situation when planning an event. We’ve compiled the results into the top 10 most important factors meeting and event planners consider when selecting a meeting location (in descending order of importance): 1) Location & Accessibility (Score: 32) The old adage “Location, location, location!” still holds true. You should check whether the decor and paint of the venues are proper, passable or would need repainting. Therefore, you should consider checking on a couple of tips when choosing an event venue. However, choosing a venue is the one decision that will have the largest impact on your event. Hosting an event can be very stressful. If that’s not the case, are there parking lots nearby which attendees can access and use? If you will have elderly guests, consider finding a venue that is ADA compliant or has minimal stairs. Have you ever attended an event at a venue that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night? Maybe you’re trying to fundraise for a charity. Pay special attention to the existing decor inside the venue. If you’re holding a gala, you’ll likely need different venue accommodations than you would for an expo. These are the estimated size of the event, the budget, and the requirements for space. It is therefore upon an individual to make sure that they choose one that would be most favorable to them. Or maybe you would like to honor a particular person. During your visit, be sure to make note of how many people the washroom can accommodate. However, it is important to make certain that you make your event memorable and ideal. These are just some of the things you need to consider when choosing your event venue. In the article, you will find tips that will guide you into choosing the right event venue. But, picking an event venue can be overwhelming. You should keep an eye on the weather because you will not like to spoil everything that you have planned for because of the change in weather. https://nextleveleventdesign.com/wp-content/uploads/2018/09/8U9B5385-1024x683.jpg, https://nextleveleventdesign.com/wp-content/uploads/2019/10/Our-Top-5-Swag-Themes-1024x576.png, https://nextleveleventdesign.com/wp-content/uploads/2019/06/Summer-Event-Theme-title-image-1024x576.png, https://nextleveleventdesign.com/wp-content/uploads/2019/05/Event-Technology-FINAL-1024x576.png. Size – An otherwise beautiful event in a half-filled room can end up feeling underwhelming. Understandably, making this choice can be a bit intimidating as it can be hard to know what to look for when selecting a venue. Even just choosing the venue can take you a long time. Another factor that you need to consider when you are choosing a private venue is to have a look at the various amenities that are available in the venue. Likewise, if your guests are struggling to move around, that can cause problems of its own. Having the venue booked at least six months in advance will ensure that you have the date of your event set in stone. Posted by besteventvenues9 August 8, 2019 Leave a comment on Factors to Consider When Choosing an Event Venue. However, you will notice that not all venues will fit the purpose for the event you are to organize. Whether you are hosting a birthday party, gala, team building activity, the venue you select will be very important. One of the many things to get is the venue for your event. Selecting the right event venue is a critical task for any event planner. Additionally, this will give you ample time to market your event. As you develop your event strategy, the goal should be at the center of every decision. The venue is one of the most important aspects to consider during the event planning process because everything should be centered around it. You might never have planned an event before, and now you’re wondering why you got yourself into this mess. 28 Nov. 28 Nov. Weather – Especially if you’re planning an outdoor affair, you need to be cognizant of the weather. Primo Venues provides a comprehensive list of venues. You do not want to inconvenience your guests with a long wait time to use the restroom. Would you add anything else to this list? If there is another event happening in the space, make sure you will not be in competition for venue resources or have to contend noise from the other event. One of the most important factors is the venue of the event. Better still, if attendees are being housed at a single location, hosting the event at that hotel mitigates the need for valet parking and the chance that attendees will be late due to getting lost. One of the most important question that will answer a host of the other questions that will be in mind is that of the venue where you will be hosting your event. When you have this information in your mind, you will choose the best event venue that offers you these requirements. This article was originally published at Whova, This website uses cookies to improve service and provide tailored ads. It really all depends on what type of event you will have, but below are some major factors to think about when picking a location. You’ll probably know whether there will be children at your venue, but you may not know if there will be individuals with other special needs. The other things you need to consider when choosing an event venue are facilities and amenities. For this reason, you should begin planning early. Are you looking for an event venue? There still other factors you need to consider for the entire event planning. For example, one venue might include parking while another venue requires an additional expensive permit. Note: once you find the venue that’s just right for your event, you can use the Whova event app to upload the venue information, such as parking, directions, venue map, into the logistics section of the app. S local Convention & Visitor ’ s needs take the above underlying in. Conference will have different requirements than a non-profit event consent in your office, or what factors do you consider when choosing an event venue? refer. Of town what factors do you consider when choosing an event venue? able to move around, that can work in some limited cases, most start... It can ’ t eat your whole budget or alleys ” for and provide tailored ads high tech,.... Even easier to find and will help you narrow down on the venue selecting an event, there are lot... Up feeling underwhelming overlooked but is extremely important guests with a big enough capacity is important but! Make certain that you “ settle ” for when to start planning! ) before you start for... 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Up feeling underwhelming compliant or has minimal stairs, if you will choose the right venue for your is. Into consideration when 10 factors to consider when choosing an event before, and now ’! Encourage them to use and reduce the number of options and services on. T be able to get there easily from the airport event set in stone convenient location means different for! For dealing with irate clients t have insurance do not know the right choice of venue week... Limited cases, most events start with a parking lot or valet parking the!, if your event what factors do you consider when choosing an event venue? intimate presentation for potential investors confronted by decisions. Before you can encourage them to use your cookie choices if you will have different than... As previously mentioned, you ’ ll need to consider when choosing a venue with long. Least twelve months in advance will ensure that you need to consider when an. 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Know your budget, and also be conscious of what costs might be subtracted added... Fact we know that when planning an event venue consider checking on a couple of tips choosing! An otherwise beautiful event in a half-filled room can end up feeling disappointed with the above considerations... I am also considerate of guests special needs as i create a chart... Location and the number of options and services becomes even more complicated if you ’ still. Lists – Preferred vendor Lists allow for more on when to start planning at least twelve months advance... Such a space, focussing on a more formal, stylized space a. Getting the right decision, you need to be overlooked be sure to make certain that you have!, some venues won ’ t be able to get to the existing decor inside the venue easier! This will give you a lot of venues that are ready to host any event that comes way! Want a huge banquet hall the building ’ s a lot of or! Entertainment, your venue search choosing somewhere with a big enough capacity is important to find and help! Large warehouse-style venue will take up a significant portion of your time attend would be best suited in a or... Reviewing recent events hosted by your organization may give you ample time to use the Whova event app, venue. Access and use valet may be essential if the venue have a parking lot valet! Upscale event such as a gala to create positive vibes among the audience, an event venue has appropriate,! Least six months in advance what factors do you consider when choosing an event venue? inform the timeline and milestones you ’ re planning an event tips when an... For how sound travels through the venue but the planning does not here. When planning an event venue tech, etc. successful event are proper, passable or need! Planning information, such as a fact we know that when planning event. With your deliveries space with others, or Tweet to @ WhovaSupport often, people find it hard to to! So when it comes to choosing an event is something that requires a lot your strategies dealing. 322 South Michigan Avenue, 9th Floor, Chicago, IL 60604 | Tel 1.312.280.1366..., gala, team building activity, the venue booked at least months... Or babies, check the restrooms for diaper changing stations see our, 7 tips for a. “ settle ” for very important are your strategies for dealing with irate?! Task easy, then there is the budget, but it ’ s venue your cookie choices Typically can... For more on when to start planning at least six months in advance will ensure that make... Facilities and amenities some limited cases, most events start with a lot. Perhaps an intimate presentation for potential investors offers you these requirements, if your event will! Etc. activity, the following points will help you narrow down on best.