WHEN TO START LOOKING FOR A VENUE
The earlier the better. Once you have a good understanding of the following the 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. Book a venue at least 4-6 months in advance
VENUE LOCATION
For an event, first, we are for looking for a suitable place within the nearby distance for most of the attendees’ houses or places of work. And before that using the GPS maps, driving directions, and parking information at your fingertips, that’s only your attendees will feel relieved.
PARKING
Does the venue have a lot of parking facilities or valet parking? A venue with a lot of parking facilities is what dreams are made of. If there is no parking available in the area, you are not definitely out of luck. As you must reserve nearby parking for your attendees and either it includes the parking cost in the ticket prices, or else attendees will pay when the time they park.
GUEST CAPACITY
It is the most important one for conducting an event. First of all, 500 people (For example if it is your estimated event size) it’s definitely can’t comfortably fit into a single conference room with a 250-person capacity. We need to take a large room for 500 people capacity room. And second thing, there are some fire and safety codes that the venue has to abide by. It is very important and able to make an informed adjustment for the size of the room or right before or during the time of your event.
SERVICES AND AMENITIES
Services and amenities are very important in event planning. If so, frequently often a venue will offer the facility fee and you can only charge a down payment along with the cost of different varieties of food for every attendee. And you must want to check their food before in advance. First of all, check whether the food is worthy for money or not worthy. Those specific venues without kitchen facilities may have some partnership with a different food provider that you’re required to use for the events.
LAYOUT
Layout is an important one for venue management. Earlier, you will find your right venue for the event planning process and you’ll get the rough idea of what types of activities you will be including and what type of amenities you’ll require, and think what type of the needs of your team and the attendees.
AMBIANCE
Pay special attention for the existing decoration inside the venue. The less ambiance matches the desired feeling of your event (upscale, high-tech and so on) that the more decorating you’ll need to do the makeup for it.
ACCESSIBILITY
Accessibility is nothing but the possibility that everyone should, especially those who are with special needs, can access the building and its amenities. Before you can answer this question, you will need to understand who are your attendees’ and what their needs are.
ACOUSTICS
Acoustics is not a fancy word that how the sound travels through the whole venue. A low ceiling will make the venue, will make it louder if it’s packed or else a large warehouse-style venue will result in louder echoes, which makes reverberation.
COST AND FLEXIBILITY ON EVENT DATE
For flexible on the event date you can be a great way to negotiate with venues. This may have some open dates on their calendar that they want to fill it. For providing more than 2 or 3 date options, you are more likely to get a special discounted pricing.
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