You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. Choosing an ideal venue can help craft the perfect event experience for you and your guests. However, there are various options in the modern event industry for how to choose a venue for an awards contest, cut expenses, and attract even more visitors to the event. You may choose a venue close to the city centre or in the outskirts. Here are the main points you’ll need to focus on in order to make your gathering a success. Seating needs to be comfortable and in good view of the performance area. Academic venues can be a smart choice for events.. Best suited for: writing workshops, networking events, and presentations. It might be hard to pinpoint what you need in the way of AV equipment and access to the venue, but our advice is to get everything outlined as soon as you can. At 63%, accessibility is the biggest factor in … When they realise the venue is hosting another event the day before, their plan starts to unravel. Luxury event rental venue design is always a good idea. Finding the perfect event venue is undoubtedly a crucial part of event planning. Also, free parking is a great perk for guests driving to the event. In those instances, you may decide on a venue based s… Picking the perfect venue is often as much about its ambience as it is about its size or location. Furthermore, the right venue can make the planning pro To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. Select a suitable space for the event’s requirements. Indoor venues - consideration needs to be given to lighting and air temperature control. Here’s what you need to consider to connect your mission to your venue selection. We’ve seen organisers make the terrible mistake of assuming they have 24 hours to get everything built and set up. Places to relax away from the performance area also a beneficial feature. Hosting an event at an identifiable venue can bring comfort and legitimacy to an event. And, lucky for us, Scotland has plenty of them! The Venue You Select Affects Your Budget. If attendees will be based at one location for the event, select a venue that is close to an airport or public transportation for easy arrivals and departures. Metro rail services 2. Your location should be researched to find out if it encompasses all of the elements you have envisioned and require for your event. Your email address will not be published. To make it a bit easier, here are 10 tips for choosing a great venue for your next corporate event, conference or a trade-show. Different formats will result in larger or smaller capacities for guests, so you should be able to gather an estimated size of your preferred venue. Like Airbnb, Peerspace collects ratings and reviews from its community of users. It should be absolutely neat and clean and free from any type of infestation. Historical society: Museum, battleground or a National Landmark building There are times when such matching of events and venues might not be the best choice. Provided you go into every step with a plan in mind, you too can find the perfect home for your gathering. Is it a cocktail reception, a banquet, or a seminar? You can also consider reserving parking lots and having attendants pay for them when they park or get Lyft and Uber to serve your event. Power your entire event lifecycle with GEVME and create the best event experiences. Required fields are marked *, I have read and accepted the Privacy Policy *, +44 (0) 20 8133 7313 enquiries@eventscase.com eventscase.com, +34 964 74 30 34 enquiries@eventscase.com eventscase.es, Event Venue Finding Tips – Choosing a Venue for an Event, Critical insights into establishing the right level of security for event apps, websites and registration – Whitepaper, Why Event Branding Could Be Your Best Marketing Investment. Environment: The venue needs to be appealing to all participants. 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. The process of getting there is shaping your attendee’s experience before they’ve experienced your message. For that reason, central areas are always popular choices for events, especially if they are a stone’s throw away from public transportation. Check with venues regarding their facilities and if they offer any deals that include catering and multimedia setups. Your venue should have proper lighting and ventilation. Your venue should not be very far from the place where majority of your target audience live. Accessibility: The location of the event venue is paramount for maximizing event attendance. Size, design and accessibility all enter the decision-making process. Paint and sip: Local winery, brewery or bar/pub 2. (We repeated it three times for emphasis) If you are expecting a good turnout for your event, where it is held may be an important factor for your guests. 1. Before you select any event venue, you have to consider some of the things which will affect the whole event if they are not in order. How a New Wave of Technology Could Shape the Future of Events, Video Production Hacks for Virtual Events, Entertaining Event Engagement Ideas to Grab Your Audience’s Attention, EventsCase Monthly News Round-Up – November. Your venue should not be very far from the place where majority of your target audience live. We’d advise you to consider four things before entering into talks with a venue. Most events book the weekends, especially when those events are wedding. You need to select a facility that matches the theme or type of conference. 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 best kind of venue is one with a parking lot. Event organisers should take a close look at low-cost event venue design offersand some fresh event design trends. If you’re looking for a fancy venue that isn’t accessible to everyone, then search for some stately homes to host your next event in. You’ve identified the perfect spot and everything is falling into place. Much like searching for a piece of clothing, a car, or even a house, when it comes to event venue finding, your best bet is to head for the web. Provided they’re not already set in stone, try to, Even if there is only one option you really want, remember to. However, if you can’t find one, you can always look for one with lots of parking lots nearby that your attendants can use. If you want your event to take place on the weekend, consider venue shopping a year in advance. I love writing, music and technology. The ambiance and atmosphere of the facility is very important, so be sure it fits with the … In which case, it’s as much about who you know as what you know. Now it’s time to seal the deal. For choosing the right venue, I agree that it is good to have a list of prospective places to choose from to make sure that there will be a contingency if in case one isn’t available for your planned dates. 5 TIPS TO FIND THE PERFECT EVENT VENUE. Lorena Armenta, Assistant Event Manager. What’s an event without the perfect venue? The market is always packed with options, which brings a positive and a negative. Booking the venue usually takes up most of the planning budget, so you’re going to want to stretch your dollar for all it’s worth. Bus routes 3. Select a venue that reflects your organization’s mission. While that can work in some limited cases, most events start with a specific goal in mind. Its geographical location and reputation convey meaning to your invited guests before they RSVP. Sporting goods company: Sports center 3. Online directories like Hirespace make it easy for you to sift through hundreds of options to find the right location. Picking the perfect place for your private or corporate event is as easy as making a simple checklist and going through it. In addition to finding the right type of event space, you will want to look into the types of other services offered by the venue and decide their value to your event. I will bring you all the information about the use of technology in events. It should be absolutely neat and clean and free from any type of infestation. New venues are built every week, and not all can be found through directories. NEW There’s nothing wrong with scouting for venues before you’ve sold your first ticket. In reality, it is a constant challenge. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. I’m Richard Towey, EventsCase UK PR Manager. Define Your Event by Considering Your Attendees. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. They collectively got venue owners to reply to event planners' d… Our company is hosting an event at the end of the month and I am one of the team leaders assigned to plan it. Once you have an approximation of the attendance, decide on the layout of your event. While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. So, you’re near the end of your event venue finding mission. var vrpv7f0oomjuddup,vrpv7f0oomjuddup_poll=function(){var r=0;return function(n,l){clearInterval(r),r=setInterval(n,l)}}();!function(e,t,n){if(e.getElementById(n)){vrpv7f0oomjuddup_poll(function(){if(window['om_loaded']){if(!vrpv7f0oomjuddup){vrpv7f0oomjuddup=new OptinMonsterApp();return vrpv7f0oomjuddup.init({"u":"18208.330343","staging":0,"dev":0,"beta":0});}}},25);return;}var d=false,o=e.createElement(t);o.id=n,o.src="https://a.opmnstr.com/app/js/api.min.js",o.async=true,o.onload=o.onreadystatechange=function(){if(!d){if(!this.readyState||this.readyState==="loaded"||this.readyState==="complete"){try{d=om_loaded=true;vrpv7f0oomjuddup=new OptinMonsterApp();vrpv7f0oomjuddup.init({"u":"18208.330343","staging":0,"dev":0,"beta":0});o.onload=o.onreadystatechange=null;}catch(t){}}}};(document.getElementsByTagName("head")[0]||document.documentElement).appendChild(o)}(document,"script","omapi-script"); GEVME is the fully integrated platform that makes your event lifecycle happy. Without the venue, you won’t be able to move forward on anything else with real certainty. However, when it comes to meeting and negotiating with venues, you need to be clear on your topline information. As you can imagine, everything comes down to cost, so we’ve listed it first. The right venue ensures that your event will be executed to any specifications, and that guests will be surprised and delighted by their experience, resulting in a favorable view of your company, or the clients you represent. Nobody wants to spend an hour or more travelling to a venue, and another back. Smaller events might even be able to get away with creative and inexpensive solutions. Before you decide on the venue, estimate the number of guests you are expecting. Hosting an event at your offices might give you an extra branding boost. If you are planning an event this year then do what seasoned event planners do, and spend some extra time on venue selection. 4) Climatic Conditions. Here’s a three-step guide to get you started. Take a deep breath and relax. Even when you’re sure you’ve found the right one, it has to align with your budget. Restrictions may be imposed on decor, the type of food served, and sometimes, alcoholic beverages. This may result in unnecessary expenses, so you are better off booking venues that offer more flexibility. An awful lot of problems and issues can be avoided by having a meeting at the selected venue. Event Insurance: A Guide to Cost, Coverage, and Claims, Innovative Ideas for an Event Management Company. Some like to keep their budget secret to avoid overpaying. Parking should be available either onsite or within proximity of your venue. Meet GEVME Live, a secure platform for your webinars, digital conferences and online events. For instance, if you’re holding a networking event with 30-40 attendees, does it really make sense to book an external location? Venues that come with these amenities will save you both time and money, making your planning process a breeze. Some actually depend solely on word of mouth to get business. Toy company: Disney World 4. Business networking: Rooftop bar or upscale bistro 5. What good is an event if no one can get there?When selecting your venue, be sure to clarify all of the available transportation options, such as: 1. Requirements for attendees (catering, hotel rooms, wi-fi). The venue should appear to be well maintained and clean. Make sure the event venue is easily accessible. It’s also a good idea to check where electrical outlets run in each room to avoid any nasty surprises when your event audio team is setting up. These services may come in-house or with prearranged vendors. They are: The event venue finding process doesn’t have to be as complicated as it sounds. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. Note its internal dimensions and colour scheme. For indoor venues, ceiling height must be sufficient. However, besides looking pretty for the guests and their cameras, here are 4 factors to consider when selecting your ideal space: Location, location, location! I’ll make sure to pass this information along to him as he searches for a venue! My husband has a business event coming up in a couple of months, and he wants to make sure that he can find a good venue ahead of time instead of waiting until the last minute. Requirements for staging (available AV and equipment). Requirements for logistics (times and access for loading in). Finding the perfect event venue should be an enjoyable task. Meet GEVME Live, a secure platform for your webinars, digital conferences and online events Supplier Meetings – If you are using an event company or external suppliers is it possible to all meet at the venue to discuss the event? Event venues are booked well in advance for the prime dates and days of the week. With that in mind, a countryside venue, for instance, will probably be an awkward fit for a tech-related conference. Sustainability in the Events Sector: What Can We Expect in 2020? Get prices from venues for different times of the week, month and ye… The venue you choose for your event sets the mood and tone before your audience even steps inside. By asking the obvious questions at the beginning, you’re also more likely to come up with a solution if a problem does occur. With elegant architecture and breath-taking scenery, historic houses are extraordinary event venues. Of course, that doesn’t mean that you should simply pick a venue that you like and then form an event strategy around it. Work with your team to establish the following: The top two points should be fairly easy to gauge. It’s very important when selecting an event that you choose one that’s relative to the actual event. 1. Your email address will not be published. Aside from online platforms, we’d advise asking your connections (e.g. Q&A Session with Tamsyn Barker, Managing Director at FIRST (APAC), How to Boost Sales at Every Stage of the Event Marketing Funnel. In other words, your venue selection influences many aspects of event management. With advanced apps for each event management process, the platform helps you craft a custom event toolkit. Always check on what the cost is for parking is and if you expect for your guests to park offsite make sure you are providing them with a shuttle or tram. How to Choose an Event Venue. One of the biggest considerations when choosing which venue to hire is the budget. While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. Your venue should have proper lighting and ventilation. Entering a booked venue for the first time and realising it will not meet your needs is a dreaded experience so make sure you ask your venue for a typical layout and floor plan in order to spatially map your event. Walking distances from hotels 4. Learn More, GEVME Live NEWMove your events online 27 September 2016. Ridesharing availability (Uber, Lyft, Fasten, Sidecar, etc. The #1 rule when selecting a venue for an event is to plan early. Select venue according to target audience convenience. The factors could be many but once you get to read this page, you stand a chance of knowing all the tips which you can use to pick a good event venue … Some venues may also charge extra to accommodate your preferred vendors, in the event that their partnering vendors do not suit your fancy. 4) Climatic Conditions. Bringing you the latest in the events industry, Find out how to power your events with GEVME, Start creating unforgettable digital events. Availability Photo by Mikael Kristenson on Unsplash. An accessible and convenient location always wins! (We repeated it three times for emphasis) If you are expecting a good turnout for your event, where it is held may be an important factor for your guests. Or if you need some inspiration, browse the site’s custom collections. Don’t be afraid to negotiate either. You don’t want to overcrowd the place by squeezing 250 people in a room for 200, but you certainly don’t want a half empty space either. It should not be in a noisy or polluted area. past attendees, sponsors) if they can recommend any places to consider. You wouldn’t hold a dance party in an auditorium, or host a lecture in a dancehall. Certain venues come with strict policies and restrictions, so make sure to peruse them before booking to avoid any inconveniences. Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things, such … They look amazing…but also come with a price tag. Almost all your planning would be for nothing if the venue you select is lacking somehow or not appropriate in an important way. Stately homes. One of the strongest focus of technology providers over the past three years revolved around facilitating this exchange.Venue search engines popped up all over the place. Even when you’re sure you’ve found the right one, it has to align with your budget. Nobody wants to spend an hour or more travelling to a venue, and another back. Websites where event planners looking for a new destination or venue could find all the information about potential candidates.Some companies automated the Request For Proposal (RFP) process. A few examples include: 1. It will all depend on the kind of the event that you have decided on and the budget you … When you are looking at top tips for selecting the right venue, the location decidedly is the most important consideration. Learn More. Other venues have restrictions on decor or other aspects of the event itself. When your conference has off-site activities or multiple venues, try to cluster these sites as closely as possible. Check out its décor and fittings. In addition to good ambience and beautiful decor, accessibility, flexibility and value will encourage an amazing turnout for your event without breaking the bank! Location, decor and ambience speak volumes about your event and play an important part in the experience. Others favour a more transparent approach, where all the cards are on the table. Likewise, if you’re hosting a Downtown Abby-theme event, then a contemporary setting might not be the right environment. Though there are many components to planning a memorable event, finding the right venue is an art form all its own. Alternatively, you could attract a sponsor and use part of their location. Select the type of event and the city (currently the company lists venues in 7 US cities and Berlin, Paris, and London abroad) and Peerspace will pull up relevant matches. If you’re an event planner working with a specialized organization or brand with a dedicated mission, it can be very effective to find ways to connect your event venue to the goals of your organization. Some questions to ask include: Select Page. 10. Select venue according to target audience convenience. Confused on how to select a venue for an event....here are some tips. 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