The first task for any event manager is to find a perfect event venue. Picking the ideal event venue is no simple task, and the more attendees, the more challenging it becomes. Food and entertainment are essential variables, but the venue sets the scene and influences the experience of the guest more than anything.
There’s a lot to think about while choosing an event venue. A lot is riding on your event venue choice.
Here are the most important things to consider when choosing an event venue for your special event.
Location and Accessibility
Location is the most crucial concern in choosing your event venue. Because it influences who attends your event. If your venue is at an undesirable location that is not easily accessible, the people who show up will be limited. Also, if you choose the event venue in the heart of the city or any other famous area, it will be expensive. The information related to your event venue should be easily accessible for attendees to find the venue. Also, consider is public transportation reachable there.
For many people, parking is a critical factor in deciding whether they will attend your event. Some people are unwilling to leave their vehicle out in the open or pay money for a spot. An event venue that comes with parking is ideal. Also, incorporate valet parking for the ease of attendees. If your event venue does not have an arrangement of parking, make sure there is a nearby spot where you can let people park their vehicles.
Before you secure a place, make a sure count of the expected attendees. Some sites are very nice, but due to space constraints, you can’t pick them. You can fit 500 people in the space of 250. And if your event offers some refreshments or food, you’ve to cater to the attendance factor in it as well. If you’re unsure about the expected attendance, you can always take feedback on your social media or website through different polls and sample question answers.
Before selecting the venue, know your event needs. What kind of services does your event need? Does it need to serve refreshments and food? Does it need a high-class sound system? Does it need a lot of furniture? Is the crucial equipment present? You need to sort out your event’s requirements and keep in view the services the venue provides.
It would be best if you also finalized different activities that would be taking place at your event. You must align your activities and event flow according to the layout of your venue. Know, if you need different floors to get your activities done. Suppose you’re organizing a baby shower. Make sure there are areas for various activities like a photo booth, main table facing everybody. Make sure everything aligns.
Whether you’re hosting a birthday or a corporate workshop, make sure your styling and decorations are on point. If it is a birthday party, it should feel like it. The theme should be suitable for a birthday party. If you’re having a corporate event, the theme of the venue should convey a professional message.
Everything comes down to the money. Your venue will take a significant amount of your budget, so assign everything the necessary cash beforehand. Food and decorations will also take a big chunk of money from you. So, plan everything ahead and within your budget.
Flexibility on the event date
Flexibility on the event dates is the best way to negotiate with venue owners. If they have open event dates, they can get you the venue on a better offer. They can even provide you with a discount if you play your card right.
The event can be too loud or inaudible, that’s because of bad acoustics. Make sure beforehand that the venue provides you with the necessary sound systems and tested mics. A low ceiling can make the venue feel loud. On the other hand, an enormous warehouse kind of venue can result in echoes.
The need for technology depends on your event. If you have a corporate event, your event presenters will need projection screens. If there are performers, they’ll need lighting systems. And in the end, everyone needs good audio. It is smart to think about what sort of attractions and activities your event is going to host.
WP Event Manager
Finalize your event venue. Then it’s time to create an event website to sell the tickets and promote your event. For engaging attendees, you’ve got to make sure your website is perfect. WordPress website is ideal for event websites. WordPress has a ton of ready-made plugins. However, WP Event Manager is the best one to manage your events. This plugin has the built-in capability of customizable templates according to the needs of your events. You get multiple views, front end forms, and easy event classification ability.
Usually picking a perfect event venue is a big and critical decision. It will set the pace and the tone of the whole event. If your venue does not meet the needs of the event, your reputation will take a hit. As stated above, there are a ton of things to consider while choosing the best event venue. So, if you think of the above-stated points when you’re doing your research, you’ll find the best venue for your event.