9 road maps to selecting the right event venues

Welcome to 2020, the past few weeks had been so busy and productive for us. Nevertheless, we still have our great readers in mind to constantly dish out useful contents and tips to enable them have great events at all times.

Choosing the right event venue goes a long way in determining the success of your event Deciding upon the best event space or venue is critical to your event’s overall success.

Assuming that you have already identified the type of event you are planning and its purpose, there are many other factors you must consider as you begin the process of selecting the venue itself. Then following these roadmaps will help guide you through steps in choosing the perfect event space.

1.Your Target Audience

When venue planning for an event, one of the most important pieces of information you must know is who your guests will be and how many you expect to attend. While the type of event will certainly inform the venue choice, one of the largest limiting factors for event space is its capacity. Make sure that you know at least an accurate estimate (it can be a range) of the number of guests as this will immediately limit your venue options. You should also consider your audience. Be sure that the venue reflects not only the event itself but the guests’ tastes and expectations.

 

2.Event Dates

Check your calendar because timing will influence many decisions, including your venue of choice. After your guest list, the date of your event will be the next limiting factor. Depending on what type of event you are planning, you may find that you either have to be flexible with your event date to get the venue you want or you will have to be flexible with your venue choice in order to get the date you want. You should begin venue planning knowing where you or the client are flexible. Here are some questions to consider:

  • When are your guests most likely available to attend based on their schedules?
  • What venues have appropriate and available space for those times?
  • When is the best time for your management team to hold the event?

 

3.Calculate Your Budget

Being real with yourself is the best thing that can ever happen to you. With an open-ended budget, anyone can plan a great event and have an infinite selection of venue choices. But once, your financial resources are limited, and you should be aware from the beginning of what your financial limitations are – even if your event budget is simply a ballpark estimate or range. An event planner can always plan a great event within a reasonable budget.

  • Do the venues fall within your budget parameters for space, technical and catering expenses?
  • Have you negotiated a favorable rate for services and demonstrated the value of your role?
  • Have you allowed flexibility in your budget in case line some expenses exceed the plan?

TO BE CONTINUED

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