5 Things to Consider When Selecting An Event Venue
In person events are BACK!
While this is exciting news for entrepreneurs, determining a good event venue has become a bit more challenging than pre-pandemic times!
We are here to help!
Here are 5 things to consider when determining your next event venue.
When?
The earlier, the better. Remember, everyone is returning to events and dates are filling up. You also want to account for people needing to make changes because of illness or other unwanted circumstances. Once you have a good understanding of your budget, estimated event size, and space requirements, the search should begin. Booking your event at least 8 months in advance will allow enough time to plan for things such as securing skilled speakers, creating necessary branding and social marketing and help you prepare for last-minute issues that WILL come up.
Contract Flexibility
Wait, what? Why is this important? If the pandemic has taught us anything, it’s that things can change abruptly. Imagine investing thousands of dollars into a venue and right before your event, the world goes into a lockdown! A location that has a clause or perhaps offers a credit is one that can help lessen the stress and keep you prepared for the unexpected.
Services and Amenities
Does the venue have a kitchen, and can it provide catering to your event? Go with a venue that serves great food or allows you to bring in outside food vendors for the best attendee experience.
Does it have tables, chairs and linens you can use? If a venue has these items, you can save a great deal of money and effort by using what they have, assuming it matches your theme and ambiance.
Does it have a setup/clean-up crew? If these services aren’t available, you’ll need to build your event team or find a volunteer crew. Note: Don’t assume that volunteers are easy to come by. Many have become super protective of their time and the uncertainty of illness may cause people to shy away from signing up to help you.
Does it have AV capabilities? Some venues have a built-in audio-visual equipment for you to use, and others will require you to bring that in yourself. For locations that offer AV, watch out for fees. Sometimes, it may be better to bring your own.
Location, Location, Location
For a local event, look for a venue within a reasonable distance from most attendees’ homes or places of work. If many attendees will travel from out of town, a venue near the airport or their hotels will be beneficial. In whichever case, don’t forget to consider traffic, transportation, and parking options. It may tempt you to select a location that is inexpensive but is quite a distance from your home. While you may save money on the venue, you may lose the ability to get support from friends and family. You may also have the added cost of traveling back and forth to a location during the planning process.
Budget!
Determine your budget early and don’t go above that number. A quick Google search can assist you with determining a good budget that includes even the smallest of items.
Event planning can be stressful, but with well thought out planning, your event can be a success!
For more tips like this and to help with your business needs, check out DMV Business Crossing Network or email info@businesscrossingnetwork.com