The venue is one of the most crucial decisions you will make. The venue choice can make a huge difference when it comes to registration. Only after you have a space chosen, can you set the event's date(s) based on the venue's availability. Remember, the best venues always book up quickly. Even venues used for weddings and social events often have a year's waiting list—be sure to keep this in mind.
If you can hold your event outside of peak times, you are more likely to get the date(s) you want and possibly save you some money on the budget. Weeknights, Friday nights, and Sunday afternoons often have the most availability and savings.
Cost is not the only thing to bear in mind—your venue has to meet all your other requirements, including the look and feel of the event. If you are holding a large event that will go on for several days, then hotels with conference centers are usually the best option. However, smaller single-day events can fit in well with less traditional spaces. If you can find a fun and unique venue that checks all the boxes, your event is much more likely to be successful.
Some of the key things to assess when considering a venue include:
- Size: The number of attendees has a direct impact on the amount of square footage needed. If you have breakout sessions planned, you will need to account for the additional space required to accommodate this.
- Transportation and parking: If people need to drive to the event, will there be adequate parking available? If people are using public transportation, can they get to the venue easily?
- Is it accessible? The venue must be equipped in such a way that everyone feels comfortable and can use it. Look for accessibility in entrances, elevators, and restrooms. Will there be space for interpreters if needed?
- Insurance coverage: Check what the liability rules of the venue are, you may need to purchase additional insurance.
- Audio/Visual: Always consider the event's tech needs before booking a venue. Will you need PA speakers, microphones, projectors and screens? Does the venue have AV equipment installed in the space? How much is their in-house AV services vs. an independent AV provider? Is there WiFi access? More on AV on page 21.
- Cost: This is always a factor. Find out the overall total cost, the deposit, any additional expenses that may occur, and how much you would get back if you needed to cancel.
Most venues have a website and are happy to send out a sales packet or brochure. These are a great starting point, but your research should not end there!
Collect information from multiple sites before narrowing down a shortlist of potential venues. From there, you need to narrow the field down further:
- Always visit a possible venue yourself, preferably with a member of your AV team. If you want top-quality AV content, this starts with a proper venue, and this is critical when it comes to making or breaking an event. If you are looking for standout AV content, then an AV professional will be able to advise on ways to impress your audience without breaking the budget.
- Arrange a personal meeting with the venue manager. Develop a good relationship with them, so they are eager to help you reach the full potential for your event.
- Be clear about what you are paying for. What is included, what is extra, and what is optional? This way, you can customize the event and keep within your set budget.
- If your event requires the attendees to stay overnight, try to check out the service by staying there yourself. Ask the hotel for a complimentary night to check out the facilities. Are the rooms up to your standards? What are the amenities like?
The more thorough your research is before the event, the more likely everyone will be happy with the venue. This is a key factor when pulling off a memorable event.
