Finding the Best: 5 Things to Consider When Choosing an Event Venue

Organizing an event requires enough time and effort. Despite all the number of choices, some event organizers still struggle to decide. Would it be for small events or bigger ones, choosing the right venue creates a significant impact on your event. Especially for bigger events like business conferences, corporate events, and the like, more time is needed to prepare. 

Deciding which venue to use also depends on many other factors. The date of the event, the attendees, the catering, and many others are dependent on the venue you select. Thus, enough knowledge, patience, and preparation are needed to make every event a success. It may be intimidating at first, but knowing the process will make the job easier. 

It is important you consider every single detail to choose the best. Choosing the best means providing a quality experience for your attendees. Thus, if you already have a list on hand, these guidelines we will provide will surely help you trim down your choices. Read more to learn about the things you should consider first before choosing an event venue.

1. Location

One should always consider the convenience of its attendees. If you are preparing for a local event, an event venue close to their homes or workplace can be your best pick. On the other hand, if the event includes attendees from out of town, a venue near the airport or hotels can be effective. Whatever it is, it is also essential you consider the traffic, transportation, and parking options for your attendees.

Visiting the venue is also an effective way to find the best place. That way, you will see the actual quality of the place and if it’s convenient and suitable for the event. Choices with a modern and spacious venue located in the heart of the city can also be your choice!  You should choose a well-regarded function venue that’s perfect and an ideal location for bigger events. 

2. Capacity and Minimum

Capacity is the maximum amount a venue can manage. Thus, it is essential to know the capacity of the venue you have on the list. Can it comfortably fit your estimated event size? You wouldn’t want to fit more people and make them uncomfortable in a smaller venue. Knowing your confirmed guest beforehand can be helpful for you to figure out the best suitable venue size for the event. 

If your venue also offers food and beverages, you must know the food and beverage minimum or the F&B minimum. But what is F&B minimum all about? It is basically the minimum amount of food and beverage you are required to spend during the event. This is essential for event venues as it also protects their revenue. 

3. Services and Amenities

If the event venue offers catering, then it is also vital that they have the necessary tools and place for it.  Do they have a kitchen for catering? Do they have tables, chairs, and linens readily available to use? If so, commonly, these venues will waive a facility fee and will ask for a downpayment for each attendee’s food cost. If not, some may have partnerships with food providers already.

Just make sure that the food is worth it and can provide the best quality taste for your attendees. In terms of the tables, chairs, and linens, it will be an advantage if they already have what you need. You just need to improve it and match it with your ideal theme and the ambiance you want to achieve for your event. 

If you don’t have your own event team, the venue’s setup team can help you too! Make sure that the venue also has audio-visual equipment. This equipment is necessary, especially for major events like business conferences and many other formal events. 

4. Layout

Of course, the layout of the event and the activities should be part of the process. How is this connected to the event venue? Whatever it is that you plan to do, you must align the activities to the layout of the function room. As mentioned, visiting the event place is necessary for you to see and walk through it. This can be the best way to plan where to put the materials in mind and where a specific activity should be done.

Another thing to consider when looking at the layout and the floor plan of the venue is traffic flow. Think in advance about the flow and possible location of high traffic throughout the event. Is it at the entrance of the venue or the registration area? Thus, the setup of all the equipment inside the venue should be convenient for all the attendees.

5. Cost

If you are cost-conscious, you will probably find the best way to cut down your budget for the venue. Some reasons include having enough budget for food and entertainment. One effective way to achieve it is to be flexible. Try to be more flexible in terms of the event date and expect to get discounted pricing. Creating other alternatives for the materials needed can also help you cost down but remember not to compromise the whole event over the price.

Takeaway

Preparing for an event is never an easy job. One should have the passion and courage to pursue what event they have in mind. By following the guidelines mentioned above, it will somehow make the process easier for anyone. Just keep in mind that everything you do is for your event’s attendees’ best comfort and experience.