The secret to creating events that leave a lasting impression and compel guests to return year after year lies in meticulous event planning that anticipates every detail and delivers a seamless experience. One of the first and most critical steps in the planning process is selecting the event venue.
Today’s guests are seeking more immersive, experience-driven events. To meet this demand, event planners must think creatively and explore unconventional venues that enable them to craft truly engaging, experiential events for attendees. The venue plays a key role in the event experience, so it’s important to carefully consider the following ideas when sourcing your event venue. Here are some things to consider when selecting you event venue.
Assess Your Event’s Unique Requirements
What are you event needs? The type of event – whether a formal conference, casual team meeting, or social gathering – will influence your choice of location. Formal events may require elegant settings like ballrooms or conference centers, while relaxed meetings benefit from creative spaces like cafés or co-working hubs. By defining your event’s purpose and desired mood, you can select a venue that enhances the overall experience.
Don’t be afraid to think outside the box in your venue search. Consider unconventional options that match your event’s style, such as tenting a park, an airplane hangar, an art gallery, reserving an entire restaurant, or utilizing a leisure activity space like an arcade, go-cart facility, or amusement park. Getting creative with your venue can make the event more memorable and impactful.
Sustainability
When planning sustainable in-person events, choosing a venue with strong environmental credentials is crucial to reducing the overall impact. We look for LEED-certified facilities or venues that have implemented sustainable practices like renewable energy, water efficiency systems, and waste reduction initiatives.
Other key factors we consider when selecting an eco-friendly venue include:
- Convenient access via public transportation to minimize attendee commutes
- Ample on-site lodging and meeting space to eliminate the need for additional travel
- Advanced technology like electronic signage and automated energy-saving systems
By carefully vetting venues and prioritizing sustainability, we can significantly mitigate the environmental footprint of your in-person events.
Budget
When looking at venue options, be sure to ask about all the costs involved. Find out the rental fee, and what that covers – like tables, chairs, and linens. But also ask about any additional fees for things like decor, audio/visual equipment, or staging.
Many venues have a minimum spending requirement instead of a flat rental rate. Others have a rental rate but will waive it if you spend a certain amount on food, drinks, or A/V. You’ll also want to know if there are any restrictions on outside vendors. Some venues require you to use their in-house A/V team and may charge a fee if you want to bring your own. They may also have rules about what can be hung from the ceiling if you don’t use their preferred supplier.
Don’t be afraid to ask lots of questions and review the venue’s standard contract before signing anything. Getting all the details upfront will help you avoid any surprise costs later on.
Layout
When securing a event venue it’s important to have a general idea of the activities, amenities, and attendee needs. This will help you narrow down your venue options.
Once you’ve identified a few potential venues, be sure to get an illustrated floor plan and walk through them. Take note of key details like outlet locations and AV equipment setup. The layout and floor plan will significantly impact several aspects of your event.
Consider the flow of traffic – where will you have high-traffic areas like registration or bars? The way you set up tables, decor, and other elements can greatly influence foot traffic.
Think through your event activities as well. Will you need a stage for keynote speakers? A demo area? A bar? Make sure the venue can accommodate these needs.
Amenities and Services
When choosing a venue, look for one that’s got your back. You want a place that comes packed with all the essentials – catering that can handle any dietary needs, furniture and linens so you don’t have to worry about wrangling extra vendors, and a pro staff to handle your pre-event to-do’s, the load-in, and set-up. The goal is to find a venue with everything you need to keep your guests happy and comfortable from start to finish. Proper logistics prevent delays and disruptions, so your guests can stay focused and engaged. When executed well, these elements really amp up the overall guest experience.
Walkthrough
Approximately two weeks prior to the event, conduct a comprehensive walkthrough of the entire process with your team. During this meeting, mentally review each step – from initial setup to post-event follow-up. These sessions often uncover potential complications, allowing you ample time to address and resolve any issues. Then, a few days before the event, organize another walkthrough at the actual venue.
