Organizing an event can be a stressful endeavor. There will be a lot of decisions to make, and one small mistake could throw everything off balance. The event location will be one of the most significant decisions you must make as the organizer. The planning process can feel intimidating if you’ve never done it before. It doesn’t have to be so. In this post, we will highlight some factors you should consider when hiring a venue for your event.
Location
This is the most crucial consideration when looking for a venue for your event. If many people are coming out of town, you’ll want the venue to be conveniently located. It could be near the hotel where most people are staying or near the airport so that the attendees don’t have to travel long distances. Make sure to have a contract in place, as you’d not want to be shortchanged at the last minute when all the arrangements have been made. Get a multi-purpose venue for hire in a good location so that you’re leaving your options open, even if it will mean last-minute decision-making.
Parking
Does the venue have ample parking to accommodate all the event visitors? The best venues are those that have spacious parking. Where the cars are parked should be the least of your worries when organizing an event. If more than the parking slots is needed for attendees, there will be a couple of options worth exploring. You can decide to reserve the parking lots but pay for the tickets. Uber and Lyft have discounts for events that you can take advantage of to minimize the demand for parking.
Capacity
You’ll have to figure out the capacity of the venue for a couple of reasons. There is no way 300 people can fit in a room designed for 100 people. There are also safety codes that will need to be adhered to when organizing events. Have a minimum for the food and beverage requirements. It is recommended that you’re planning for additional guests just to be on the safe side.
Services and Amenities
You should be looking for a venue with a kitchen and can provide catering facilities. This might only be possible for some venues, but it can help keep costs low. Even if the venue doesn’t have a kitchen, the very least they can do is to make it possible to access catering vendors at competitive prices. The food will need to be checked out in advance so that there are no surprises. You can also save a lot of money if the venue has tables and chairs as you’ll not have to bring them from outside. They might be included in the overall cost of hiring the venue.
Layout
Even if you’ve booked the venue early enough, you might not have the activities figured out. There should be versatility in what you can do with space. One of the things that should be a priority is the flow of traffic. There will be areas where that gets the most traffic. The tables and chairs should be set up in such a way that they promote the free flow of traffic.
Ambiance
There are a couple of things that will contribute to the ambiance of the venue. It could be the location, the décor, and even the whole setup. The entire setup should provide the right mood depending on the type of event planned.
Accessibility
The venue should be accommodative even for those with special needs. You’ll first have to figure out the people that will be attending and the kind of needs that they could be having. To get a clear picture of the whole scenario, you can review some of the recent events held in the venue.
Finding The Right Venue
Finding the right venue could take some time. That is why it is usually recommended that you start early. The internet will come in handy when narrowing down the options. There is a venue for every event, provided you’re looking hard enough. Once you’ve found the right venue, you must be booking in advance. It is only then that we can start sending invites and creating agendas. It is a lot easier to plan when you’ve already secured the venue for the event.
