Your next event is quickly approaching, but the question is: where will it take place? Finding the right venue can be extremely difficult. The process of site selection is tedious and time consuming. It can either create complete success or result in total failure, which therefore makes the venue very important.
To make this process easier, we have put together a few tips to find a suitable venue:
It all starts with knowing exactly what you need. This helps make the process easier and keeps you within your budget, which, of course, is very important. Establish your exact objectives for the event. How many people will attend? How many rooms do you need? What sort of set-ups do you require?
In order to choose the right location, first understand who is attending. When selecting a location, be sure to not only think about the distance in terms of miles or kilometers, but also in terms of the number of minutes it will take your delegates to reach that destination. Additionally, crew members may need to travel to and from the venue site and will therefore charge you with their travel expenses. Easy access to the airport or train station is important, but still try to keep an open mind and think out of the box.
Make sure to schedule at least one site visit before finalising the event venue. This gives you the opportunity to experience if the staff is helpful and friendly, if the venue is in a suitable location and if it is in good condition. Does everything meet your expectations? In addition, you should ask the following: does the venue have the right facilities, such as parking? How is the accessibility? How easy is it to satisfy all the attendants different needs, such as food? You should also do reference checks; it can be useful to contact others who have used the venue in the past to see if it met their expectations.
Sustainability is essential. As consumers, we have a responsibility for what we pay for. How does the venue care for the environment? Is it energy efficient? From where does the venue get it’s products? Do they support local businesses?
Do you require special equipment, such as microphones, High-Speed Internet, white boards, or beamers? Make sure to double check the equipment and technology well before the event begins.
Lighting can help establish your theme. What are you going for? Perhaps you need to make sure the venue has enough windows to allow natural light. If the event takes place in the evening, make sure the in-house facilities will provide sufficient light, as well. Check if it is possible to manually switch off the lights, for instance when showing project slides. Lighting can make all the difference.
You can never start your venue search too early. As soon as an idea sparks, you can already begin looking around. Focus on the fundamentals instead of getting dragged down by creativity. Save that for the end. Good luck!
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