Choosing and preparing a venue is the first thing to planning an event. This is a critical stage as far as event organizing is concerned. Choosing a venue that does not match your needs as well as those of the attendees can be very humiliating. You will want to book the venue of your choice in time since you are likely not to be the only one in need of the venue on that particular time. This will save you the embarrassment of missing out the venue and will give you a go ahead with other activities involved in planning the event. A number of factors including the number of your attendees, the size of your budget, the type of event, and the time/season of the year, will determine the choice of your venue. This article looks at the different factors you need to consider when preparing a venue for an event.
Preparing the Venue According to the Number of People and the Kind of Event
The number of people who will attend on that particular day will determine the choice of your most appropriate venue for your event. You will want them to have ample space for sitting, dancing (if needed), eating, and the parking for their cars. You do not want your guests brushing shoulders with each other because the space is small. Let them feel free even with their cars. For example if you have people who exceed a 1000, you would want to think of a square. If you have around 400 people attending the event, you could even have the event held indoors.
Another thing you want to consider is the kind of event. Depending on the event type, you might want to consider special features such as Wi-Fi and special lighting. Such features would be appropriate with a special event like party. You cannot have a corporate event being held outdoors. The most appropriate place for a corporate event would be indoors, somewhere a little formal without so much decoration. For a party, you will need a larger space that has features like a performance stage and much decoration. If the venue lacks these, it means you are going to spend a lot on decorations.
Other Factors to Consider When Preparing a Venue
- The Time/Season of the Year
The time of the year or season is another major factor that will determine the venue you choose for your event. You will want to obtain the weather forecast of the area at the particular time of the year when the event is scheduled to happen. Take for example an event happening in December, the likely choice of the venue will be somewhere indoors. This will be during winter and the snow will most likely be falling. You do not want your guests freezing or being rained on in the adverse weather. Instead, go for a warm indoor environment.
A good venue should be easier to find, without much struggle. It should be somewhere away from heavy traffic. In addition, the direction to the venue should be clear. You do not want your guests or attendees calling you to go pick them because they are lost. A good venue should be somewhere accessible from different directions also the roods leading out of the venue should be clear. For example if you have a high profile guest attending your event, the roads in and out of the event should not have heavy traffic since this will compromise their security.
If your budget is small, you would want to choose a venue that will not cost you so much. You may end up spending a lot on the venue and realize that you do not have enough money to cater for other aspects of organizing the event. However, if you have enough money, then look for some good venue for your event. The aura of the venue will really determine the outcome of the event.
- Social Amenities
A good venue will have social amenities available and in good condition. It can be very embarrassing to spend so much on the event but the most important things like the washrooms are in unbearable conditions. It is equal to not holding the event at all. If you choose your venue to be outdoors, you can hire an event planner that will provide good clean mobile toilets on site.
If you are having a hard time deciding on the best venue for your event, it is best if you hire a professional event organizer. They will offer expert advice on the most appropriate location and help you analyze the key factors to consider when choosing the venue. Having chosen a good venue will guarantee you a great successful event.