16 Aug Choosing the Right Venue
Today, I shall cover one of the most arduous decisions an Event Planner will make at the start of a new project: Choosing the Right Venue for Your Event. Choosing the right venue is one of those decisions that can either make you an event planning superstar or break you. To follow are tips and questions to ensure the success of your event.
During your initial consultation with your client, ask:
-For alternate dates for the event. This will provide you with more flexibility and negotiating leverage with venue site managers.
-About the history of the event. Is this annual, semi-annual, or a one-time event? You can also use this knowledge to attain multi-year deals with various locales. Knowing your events history will give you a better idea about past attendance, budgeting, and success. This will also put you ahead of the curve because you can make the event better if you know what failed in the past.
Have a Plan B, C, and D when it comes to venues. This is a must! Whether you are a seasoned event planner or just starting, by now you know that anything (and I mean ANYTHING) can happen in the process of executing an event. Being prepared to have the rug pulled from under you is paramount. It is not uncommon to have a venue cancel at the last minute. Being prepared for this will not only impress your client immensely, but will save you tons of stress in the end.
During your initial consultation with the venue manager ask:
-What is the layout? Is it aligned with your client’s expectations? By now you should have an idea of the attendance, so checking the capacity of the venue is vital. An event can appear to be unsuccessful if there’s too much empty space or it can seem poorly planned if it’s over crowded. You should aim for a capacity that is a tad bit under your limit.
-Seating plans and pictures of past events at the site. With this you can compare layouts to your aimed style.
-What are the peak seasons for the venue? If you book during off season, you will more than likely receive deeper discounts, keeping you within your budget. If you book during peak season, factor in variables like heavy traffic in the vicinity of the venue. Will traffic delay or deter attendees? Or better yet, delay services like catering or the arrival of equipment or the DJ?
-What amenities does the venue offer? Sometimes a venue will offer nothing, and then there are those that offer services like catering, A/V, DJ, bar, and other technical services. Take all into consideration when choosing your venue.
Event planning and research go hand-in-hand and will always keep you ahead of the curve. Use the internet to conduct searches on venues, pricing, etc. Researching events in and around the area of your venue will give you a heads up on conflicting events. Imagine the look on your deeply religious client’s face when they arrive to their venue only to find that there is a nudist convention right next door. Not judging, I’m just saying…do your research!
Hopefully, these tips and questions will help you narrow down your selection for the awesome event I know you can plan. And as always WE would like to wish you the best in all that you do! If you have questions or comments please feel free to post them below or shoot me an email.
This is Allyson Wynn signing off and may all your events be a “Wynning Experience”!