• April 12, 2024

5 Things to Think About Before Selecting the Location of Your Event

While planning an event can lead to many difficult decisions, the one that will affect your event the most is selecting the appropriate venue and location. The venue and location you choose for the event will determine everything, including the date, speaker lineups, food options, and the experience of the guests.

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Does this seem a little scary? That is not how you have to feel. Here are some pointers on what to look for, what to think about, and how to improve while making a decision.

When to Begin Searching for a Location

When searching for a location, it’s a good idea to remember that the earlier, the better. Once you have a firm grasp on the following three factors—budget, expected event size, and space requirements—you can start your search.

To ensure you have enough time to organize other important details, including finding fantastic speakers, designing a website and event program, beginning ticket sales, interacting with guests, and more, reserve a location at least eight months in advance.

Things to Think About When Looking for a Location for an Event

1. Facilities and Services

Is there a kitchen at the location, and is catering available for your event? If this is the case, venues frequently just need a down payment and the cost of each attendee’s meal, waiving the facility fee. It’s possible that those without access to a kitchen work with a food supplier you have to utilize, so you might want to check their food ahead of time to make sure it complies with any dietary requirements or any allergies. For the greatest experience for attendees, choose a location that offers excellent cuisine or lets you bring in outside food providers.

Is it equipped with movable seats, tables, and linens? If a location has anything, you may use it to save a lot of money and time, provided that it fits the concept and atmosphere of your event.

Is there a team for setup and cleanup? It’s unusual and should be welcomed when a venue already has a team dedicated to setup and cleanup; this isn’t always the case. In the case that these services are not offered, you will have to assemble your own team or recruit volunteers.

Does it support AV content? You can utilize the audio-visual equipment that is built into certain locations, but you will need to carry it with you to others.

2. Place

The location of a venue is certainly something you’ve previously thought about. If it’s a local event, you could be searching for a location that’s somewhat close to the majority of your guests’ residences or places of employment. On the other hand, a location close to the airport or guests’ hotels might be more advantageous if a large number of attendees are coming from out of town. Whatever the situation, don’t forget to account for parking, traffic, and transit.

These days, it’s practically industry standard to give participants a mobile event app to help lower the likelihood of their being late. Your guests will feel more at ease and confident when they arrive at the event since they will have access to maps, driving instructions, and parking and shuttle information. Using maps with pinned places may be quite helpful if the event is located within a large campus or institution. Attendees will find it easier to explore events with interactive indoor maps, posters, or displays.

3. Minimums and Capacity

How much is the capacity? There are several reasons why you should be aware of the venues’ room capacities. First of all, a space designed to accommodate 250 people cannot accommodate 500 people, if that is the expected size of your gathering. In this situation, it might be a good idea to spend money on session limiting software to ensure that you don’t have too many people in particular rooms. One excellent tool for controlling session attendance is Whova’s session capping function. Second, the venue is always required to follow fire and safety rules.

Which F&B Minimums apply? If your venue has a minimum food and beverage expenditure amount (often referred to as a F&B minimum) and sells food and/or beverages, make sure that the prior events’ F&B records match the minimum. It indicates that you would be a good client to the venue if your estimated food and beverage spending exceeds what they demand. Ask whether they would update your Wi-Fi or give free A/V support in exchange for a service upgrade if your purchase hits a specific threshold.

How may changes be made in response to input from attendees? It’s critical to have the knowledge necessary to change a room’s or food and beverage’s size in the lead-up to or throughout your event. Using an event app, you can quickly headcount attendees or get real-time feedback through live polling, saving you both time and money. The following 64 event survey questions are available in editable formats.

4. Internet and WiFi connectivity

Does the location allow for internet and wifi use for your event? In addition, do they provide wireless internet in their lobby areas, conference rooms, and hotel rooms? Maintaining connections is crucial, particularly in the contemporary world. It is helpful for both staff and guests to check the schedule and make connections with other participants. It also enables people to share the fun and news online, promoting your event and creating buzz.

5. Car parking

Is there valet parking or a parking lot at the location? Most of the time, a location with plenty of parking spaces is ideal. whether that isn’t the case, check to see whether attendees may enter and utilize any neighboring parking lots. You have a couple options if parking is not available, so you’re not totally stuck:

Make arrangements for your guests to park in neighboring lots; charge for parking at the lot or include it in the ticket price.

Check out the event-specific discounts that Uber and Lyft are offering. To arrange this and provide your guests with the discount code, you might bargain with them.

Make it possible for guests to split the cost of a taxi or ridesharing. It would be an excellent opportunity for them to socialize with one another as well. To assist with this, a conference app such as Whova offers a group chat tool and a Community Board. Find out more by clicking this link.

Even if the venue doesn’t have valet parking, offer it for the event. If it’s a fancy occasion, like a gala, having a valet may be necessary.