The venue that you choose has much to do with the success of your event and the overall experience of your guests or delegates. In fact, its role is integral and it is vital that you choose the ideal venue.
Your venue may depend very much on when your event is being held. A popular venue is, for example, unlikely to be available at short notice or during certain seasons or months. The date of the occasion will also likely influence how many guests are able to attend and the activities or entertainment that you will be able to make available. So, if you are planning to have fire performers outside for the entire evening, for example, you will need to be sure that your venue allows these ones shelter, while still remaining visible. In addition, your date may need to be based on whether certain guests will be available at that time. For instance, if it is a farewell dinner for one of your senior directors, it is imperative that the other directors and managers will be available at that time too.
When you have settled on a date, start to visit a number of possible venues. Do not limit yourself by tradition or preconceived data, but be innovative and open to ideas. Be adventurous when it comes to doing site inspections, allowing the venue host to ‘sell’ their product to you. After you have conducted enough inspections, ask yourself which venue(s) stuck out for you and which you think your guests would enjoy most. If a particular venue will increase the number of people that attend, that is a good indication that it is the right venue for your occasion.
When you have narrowed your choices down, consider the programme and entertainment, and whether these will be amply and comfortably accommodated in your venue. Remember that there may also need to be room for the audiovisual equipment, a stage, a dance floor, catering facilities (such as a kitchen or buffet tables), and so on (depending on your individual requirements). Also, consider whether the quality of the venue matches the status of the type of event you plan to host there.
Another crucial aspect to consider when choosing your venue is the menu or catering options that are available there. Depending on the number of people that you are expecting and the nature of the event, you will need to choose between plated meals, buffets, cocktail snacks, and so on. You will have to provide a spread that will satisfy the personal tastes of a range of people, and you will need to gauge how many of your guests have specific dietary requirements (such as being vegetarian or eating only kosher food).
Other important questions to ask yourself before committing to a specific venue include:
- Does the venue have a good, trusted reputation?
- How flexible are they willing to be to cater to my requirements?
- Are they interested in me and in making my event special?
- Can we reasonably afford the venue?
- Is there room for me to negotiate for a better price?
- Will my management team / client approve of this choice of venue?
- Does the venue have the necessary amenities for my function (e.g. facilities for the disabled, a smoking area, sufficient parking, security, and so on)?
- Is the venue manager happy with my signs and / or décor being used throughout the venue?
- Are the carpets, curtains, floors, paint, bathrooms, and so on, in good condition?
- Is there sufficient lighting?
- Are outside noises distracting or can they be shut out?
The venue can set the scene for a fabulous affair, so have fun in finding the perfect one.
