Events rely heavily on the venue. Business Blogs notes that the location of an event is crucial to its success. It doesn’t matter if it’s a corporate or casual event. The event venue needs to fit the needs of the event and the theme. Ideally, the site should be cost-effective as well as aesthetically pleasing. For event planners, choosing the right event venue seems like an overwhelming undertaking. Luckily, there are simple guidelines that you can follow to help you choose the right event venue.
Choose a Venue that Caters to Your Agenda
How many people are likely to be at your main event? Will you have side events that also need space? What about social distancing protocols? All of these things should be considered when you’re looking at that perfect event venue. Your area should be large enough to accommodate the most prominent section, but still provide ample space for side events. You should also note if there are any elevated locations or stages for presenters to use. If you have one, then it can be reserved for the main event, but you may have to elevate some supporting highlights above others if there are more. Your venue should cater to what you intend to achieve with your event.
How Does it Sound?
Acoustics are another integral part of the event environment that a lot of new planners tend to overlook. Constant Contact notes that sound can play such a significant role in your event that it could make or break its success. Hard surfaces tend to reflect sound more, and with too many of those in your main event area, you might find yourself dealing with severe feedback. Sometimes, however, these acoustics can be beneficial, allowing you to hold an event without electronic amplification. Soft surfaces such as curtains and carpets absorb sound. If your event has a lot of those, you may need the support of amplifiers to makes sure your speakers get their message across.
Pick an Accessible Area
If you have an event that focuses on a local crowd, you don’t have to spare too much thought to accessibility. If everyone knows where the event venue is and can get these easily, there’s no problem. However, as events get more substantial, availability may be more of an issue. Are the attendees driving? Will they be able to get to the venue’s parking lot quickly? If they’re not coming in their own cars, can they get transport to and from the site? How expensive would it be to charter a vehicle to the location? All of these are essential considerations for selecting the perfect event venue.
Is The Venue On-Brand?
This consideration deals with the layout of your space. What sort of brand are you trying to promote through your event? If you’re developing an event for a company that focuses on interaction, a smaller venue may better suit your needs as it makes sure people don’t get lost or isolated in the vastness of space. The place should be an extension of the brand you’re promoting. It should embody the same elements. Aesthetically, it should fit the same design elements as the company’s own interior space. Look for strategic positions to place logos to promote the brand. The venue creates an emotional connection to attendees, so it needs to represent the brand’s ambitions.
What About the Fees?
Cost-effectiveness is a critical part of venue selection. Events can be costly to plan, and the venue’s cost shouldn’t add an excessive amount to the initial cost. Venue pricing isn’t standardized across the industry. Some places have fixed prices for their rental, while others have fluid pricing models. Speaking to the venue representative will help you ascertain the costs of each item on the manifest. Does your event need unique accommodation for the connectivity of computers? What about WiFi? All of these may add significantly to the initial cost estimate as given by the venue. Before you hand over the down payment, a good practice would be to outline your event needs and the cost of each item from the site. That way, you won’t be surprised by anything on the invoice.
What Makes for the “Right” Venue?
Each event is a unique gathering. Thanks to this, there’s no single venue that suits the needs of every event. The “right” venue will vary, depending on what you want out of it. Your site should satisfy your event, yet allow for enough flexibility to make adjustments as the need arises. Activities can only be planned out as far as what you expect to happen. There will always be unforeseen situations that require you to adapt. Cost-effectiveness is as vital as flexibility in choosing the right venue. Keeping that in mind allows you to choose the most suitable site for your event.