How to Select the Right Venue
Updated: Sep 17, 2019
Selecting the right venue is the first step towards bringing your event concept to fruition. It's also the most fun!... At least for us event planning nerds, as it sets the stage for everything else. The right venue will set the vibe for any brand experience. From the outer appearance, inner appearance and accessibility to the amenities and services offered, various features can play an impacting role on your guests. As previously stated in our blog, each experience with your brand is key to building relationships and ultimately, profitability. With so many venue options to choose from, where do you begin? Simply follow this 6-step guide to begin your search for the perfect location. 1. Atmosphere.The atmosphere and overall flow or layout of the space is pivotal when you are trying to designate purpose or highlight key areas. Begin asking yourself: - Do I want want my event to have an open floor plan? - Would a restaurant with a private room work best if I'm serving hors d'oeuvres? - Would a circular flow layout be effective in guiding guests toward specific features? 2. Location. In many cases, a location in the heart of the central business district or densely-populated urban locale can be a huge draw (think breathtaking skyline views). However, a suburban location could be appealing if traffic congestion in the city will hinder attendance and the bulk of your attendees are driving from a nearby neighborhood. - Where can I host my event that will be centrally-located for all who plan to attend? - How does the theme effect location? (beach, team retreat, conference, or trade show) 3. Parking. Ample parking is a must, especially in a large metroplex city like Houston. Even if valet service is provided, guests may be discouraged from attending if other parking options are not available. This is a major consideration for venues in urban areas. Consider the following: - Is street parking available? - Is there a parking lot or parking garage and is there a fee? - Is there a specific charge for valet? 4. Capacity. The size of your venue plays into your event ambiance. If your venue can accommodate up to 1,000 people but you only plan to host 500, then your event will look empty and may turn away some guests. On the other hand, if your venue accommodates up to 100 and your attendance is pushing 150, be prepared to handle complaints and potential poor reviews on cramped space. When considering capacity ask: - How many guests do I need to accommodate? - Do I need standing-room only or a seated arrangement? - Is it best to have a combination of both options to suit different tastes/needs? 5. Requirements. Many venues have a standing list of requirements to adhere to in order to secure a reservation. Be sure to find out the following: - What is the rental fee and is a deposit required? - Is there a food and beverage minimum required? - Following the fun, will I have to facilitate cleaning the venue, or is a cleaning fee included? - Is there a minimum value cost for insurance coverage? 6. Value. You want to make sure you are getting the most bang for your buck. When deciding between venues, consider this: - Does the venue include tables and chairs? - Is a full-service kitchen available? - Is there free or prepaid WiFi? (This is a must with most events today) - Am I required to use the preferred vendor list or can I hire my own third party assistance? We hope these tips help you create the perfect event for your business! Let us know if you need help along the way. For more tips on creating branded events, follow the Go Savvy Blog.