Finding the right venue is the first step towards making your event a success. Many a time, people do not spend adequate time or make an extra effort in choosing the right venue—while weeks on end, the menu, the decorations and the guest list are talked about.
Choosing a venue is integral to planning and hosting an event, be it a personal do with friends and family or a conference by a corporate firm. It is best to avoid a do-it-yourself approach towards choosing a venue, as experts will know exactly what the requirements of an event are. So whether it is a wedding reception, a corporate event, a birthday celebration or a trade show, your event’s venue has to have just the right kind of space and facilities.
Step one towards selecting a venue is knowing what you need. The requirements of a conference are different from that of a wedding; which is why you will need to draw up a list of what is needed. While a theme-wedding might need big, airy outdoors, a conference will call for a spacious, organised hall. The layout of the space, the right kind of furniture, audio-visual equipment, and other such specific facilities need to be fixed upon. For instance, if you are hosting a conference, you will need to choose a particular type of seating such as cabaret style, as opposed to a seminar where a theatre style will be preferred for conducting presentations; while for a wedding, a banquet style might be more suitable, especially during dinner.
The next important factor for determining if a venue is suitable is its proximity. The accessibility aspect of a venue is important because you will need to plan on how to get your guests to the location. Is the venue close to the airport or the national highway, is getting to the venue easy and comfortable, and will the guests have to spend too much time in traffic-heavy routes—these are some of the questions you must ask yourself.
Another pointer in your checklist should be the availability of ample parking space at the venue. If it is an event that requires your guests from other towns to stay overnight, you may have to consider the distance between their place of accommodation and the venue. Some of your guests may prefer staying at the venue to avoid travelling; hence, you will need to check if the venue offers such a facility.
Cost is a key factor in zeroing in on a venue. Ideally, get quotations from different venues that meet your requirements so that you can compare prices and choose one that fits your budget. However, do ensure that the venue is available on the date of your event.
The assistance of an expert in planning and managing events is a good option, especially when you want the best deals and a flawlessly managed event. An expert will know exactly how to find the most fitting venue that is within your budget and suits your style.