- Your Budget
The amount of money you are willing to spend is a big influencer when choosing the venue for your event.
- The Number of Guests
A small venue may not be enough for all your guests, as they will feel too squeezed to move about freely. While a bigger venue may accommodate everyone, you are likely to spend more on the reservation and it may create a wrong impression about the event if many seats are left empty. Your event may feel under-attended and you will have wasted your budget on space you do not need.
The venue location should be easily accessible and central to many guests who will be attending your event. It is important to consider whether your guests already live within the town or will be flying in from other places. If most of your guests will be coming from outside town then choose a venue that is close to great hotels that have ample parking space and offer a place to spend the night.
- Ambiance and Mood
It is essential to create an atmosphere that appeals to your audience and relates to your topic. It is quite costly to decorate or modify the venue from scratch so consider one that already aligns with your theme. Match the overall ambiance of the venue and the mood of the event with potential audiences you hope to attract.
Your venue needs to have a functional kitchen if you will be serving meals at your event. Other essential amenities that your venue should have include restrooms, washrooms, and changing facilities. Some venues have their kitchen, bar crew, and clean up so it is crucial to confirm if they are all included in the package.
- Quality A/V Equipment
If your event requires some entertainment or presentations, then it is important to consider the quality of the Audio-visual equipment. A good venue should have mics, projection screens, projectors, good speakers, and other electronic devices that can be useful during the event. Always ensure that everything is covered before the event or you will have support if needed.
Many people do not consider security when throwing a great event. It is often thought that only massive parties and concerts need security. Keep in mind that even upscale events can become hot targets for crashers and hostile groups so it is important to get some security to give yourself peace of mind.
- Handicapped Accessibility
You need all the necessary elevators, ramps, private rooms, and even extra wheelchairs in place to accommodate the disabled and the elderly at your next event. If you do not have any idea of what this may require, consider checking the ADA guide on how to make your event accessible to people with disabilities.
- Air Conditioning and Ventilation
Large venues desperately need good air conditioning otherwise your guests would be sweating buckets and possibly get suffocated or irritated by extreme heat. A good air conditioning unit can help regulate the temperature inside the hall or venue where you will be hosting your event. Check the vents to ensure they are properly cleaned and maintained.
If you will be holding your event outdoors, consider having a backup should the weather interfere with the normal proceedings of the event. Heavy rains or strong winds can ruin your event and even cause damage to you are A/V equipment. No matter how good the hotel deals may look, avoid scheduling your event in the middle of a hurricane season.
Although it requires a time-consuming effort to find the right venue for your event, it is one of the most essential factors to consider as it determines the guest experience and success of the event. It is important to have a checklist of what you expect from your venue to ensure everything is in place before the start of your next event.