What you’ll learn here are tips on what you should consider when you book a venue for whatever event you are going to manage. Organizing an event makes you face a lot of decisions to make. One of those decisions is choosing a venue. The venue brings out the largest impact on the event. Planning is critical, especially when it comes to the date of the event. Venues can get packed mostly a year before the event takes place. It can be very intimidating to make such a choice and it is hard work on your part when you select a venue.
Before you start your search, there are a couple of things that you need to have a strong foundation on. These are the number of attendees, the kind of event you are hosting and the budget you are willing to spend for it. Once you have all these ideas clear, you can start searching for a venue. While some event managers do book the venue in advance for at least a year before the event starts, 6 months is the minimum recommended time for you to book the place.
It can be quite intimidating and time-consuming to find a venue. But with the following shortcuts below, it will help save you the time to find the right venue.
- Contact the area’s organization that handles venues or the ones that got information about them as they can provide you a perfect venue that will suit your needs.
- Utilize the online tool that organizes and gather every known venue that will help you parse all the venues available. You can find the right one for you quickly as well. In this day and age, you have to take advantage of technology.
Cost – you want to keep the cost of the venue down in order to give more room in your budget to entertainment, beverages, and food. You need to be flexible on the date as well since there are certain days that the venue can cost less.
Location – the location must be convenient for all attendees to go to. However, this all depends on the kind of event that you are going to host. In some cases, the event manager does handle the transportation of the guests or attendees, given that the host has all the money to spend in providing transportation. You can’t really prevent other attendees or guests that are living out of town that have to travel to where the event is going to take place. You can also have them arranged at a hotel near the venue if the budget requires it. You can also suggest to the attendees to book a hotel near the venue if they agree to such an arrangement.
Ambiance – this is another important factor to consider even if the venue itself is still lacking decoration. The style of the architecture is very important, including the way the interior is designed. The kind of event that you host will affect how the interior is designed. For example, if you are hosting a gala, you will have to pick a venue that is different from how expos are hosted.