However, when it comes to meeting and negotiating with venues, you need to be clear on your topline information. Define Your Event by Considering Your Attendees. 1. Here’s a three-step guide to get you started. One of the biggest considerations when choosing which venue to hire is the budget. Like Airbnb, Peerspace collects ratings and reviews from its community of users. These services may come in-house or with prearranged vendors. I’m Richard Towey, EventsCase UK PR Manager. Bus routes 3. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. It might be hard to pinpoint what you need in the way of AV equipment and access to the venue, but our advice is to get everything outlined as soon as you can. Your email address will not be published. Other venues have restrictions on decor or other aspects of the event itself. They are: The event venue finding process doesn’t have to be as complicated as it sounds. Choosing an ideal venue can help craft the perfect event experience for you and your guests. It’s very important when selecting an event that you choose one that’s relative to the actual event. An accessible and convenient location always wins! And, lucky for us, Scotland has plenty of them! To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. What good is an event if no one can get there?When selecting your venue, be sure to clarify all of the available transportation options, such as: 1. The process of getting there is shaping your attendee’s experience before they’ve experienced your message. Others favour a more transparent approach, where all the cards are on the table. Some like to keep their budget secret to avoid overpaying. Walking distances from hotels 4. Best of all, as they work on the basis of commission, you don’t even have to pay for the privilege. Everyone has their own formula for negotiating with venues and suppliers. Gosford House and Winton House, both in East Lothian, are exclusive events and wedding venues which are guaranteed to make you and your guests feel like royalty. Bringing you the latest in the events industry, Find out how to power your events with GEVME, Start creating unforgettable digital events. The Venue You Select Affects Your Budget. Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things, such … We’d advise you to consider four things before entering into talks with a venue. Event Insurance: A Guide to Cost, Coverage, and Claims, Innovative Ideas for an Event Management Company. By asking the obvious questions at the beginning, you’re also more likely to come up with a solution if a problem does occur. Almost all your planning would be for nothing if the venue you select is lacking somehow or not appropriate in an important way. You may choose a venue close to the city centre or in the outskirts. When your conference has off-site activities or multiple venues, try to cluster these sites as closely as possible. When they realise the venue is hosting another event the day before, their plan starts to unravel. Academic venues can be a smart choice for events.. Best suited for: writing workshops, networking events, and presentations. Event organisers should take a close look at low-cost event venue design offersand some fresh event design trends. Once you have a good understanding of the following 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. Size, design and accessibility all enter the decision-making process. So take the time to visit a venue before booking the space. How a New Wave of Technology Could Shape the Future of Events, Video Production Hacks for Virtual Events, Entertaining Event Engagement Ideas to Grab Your Audience’s Attention, EventsCase Monthly News Round-Up – November. For indoor venues, ceiling height must be sufficient. Select Page. Learn More, GEVME Live NEWMove your events online Most events book the weekends, especially when those events are wedding. They collectively got venue owners to reply to event planners' d… To make it a bit easier, here are 10 tips for choosing a great venue for your next corporate event, conference or a trade-show. Or if you need some inspiration, browse the site’s custom collections. 4) Climatic Conditions. You need to select a facility that matches the theme or type of conference. Supplier Meetings – If you are using an event company or external suppliers is it possible to all meet at the venue to discuss the event? Luxury event rental venue design is always a good idea. What’s an event without the perfect venue? Even when you’re sure you’ve found the right one, it has to align with your budget. While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. Alternatively, you could attract a sponsor and use part of their location. 4) Climatic Conditions. Hosting an event at your offices might give you an extra branding boost. One of the strongest focus of technology providers over the past three years revolved around facilitating this exchange.Venue search engines popped up all over the place. An awful lot of problems and issues can be avoided by having a meeting at the selected venue. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. Don’t be afraid to negotiate either. In addition to finding the right type of event space, you will want to look into the types of other services offered by the venue and decide their value to your event. However, if you can’t find one, you can always look for one with lots of parking lots nearby that your attendants can use. Learn More. They look amazing…but also come with a price tag. Sustainability in the Events Sector: What Can We Expect in 2020? Check with venues regarding their facilities and if they offer any deals that include catering and multimedia setups. For choosing the right venue, I agree that it is good to have a list of prospective places to choose from to make sure that there will be a contingency if in case one isn’t available for your planned dates. Certain venues come with strict policies and restrictions, so make sure to peruse them before booking to avoid any inconveniences. Smaller events might even be able to get away with creative and inexpensive solutions. In those instances, you may decide on a venue based s… The best kind of venue is one with a parking lot. There’s nothing wrong with scouting for venues before you’ve sold your first ticket. Here’s what you need to consider to connect your mission to your venue selection. Now it’s time to seal the deal. Required fields are marked *, I have read and accepted the Privacy Policy *, +44 (0) 20 8133 7313 enquiries@eventscase.com eventscase.com, +34 964 74 30 34 enquiries@eventscase.com eventscase.es, Event Venue Finding Tips – Choosing a Venue for an Event, Critical insights into establishing the right level of security for event apps, websites and registration – Whitepaper, Why Event Branding Could Be Your Best Marketing Investment. Selecting a Venue for an Event. Paint and sip: Local winery, brewery or bar/pub 2. The venue you choose for your event sets the mood and tone before your audience even steps inside. 5 TIPS TO FIND THE PERFECT EVENT VENUE. The market is always packed with options, which brings a positive and a negative. Some venues may also charge extra to accommodate your preferred vendors, in the event that their partnering vendors do not suit your fancy. Nobody wants to spend an hour or more travelling to a venue, and another back. Availability Photo by Mikael Kristenson on Unsplash. past attendees, sponsors) if they can recommend any places to consider. However, besides looking pretty for the guests and their cameras, here are 4 factors to consider when selecting your ideal space: Location, location, location! Your email address will not be published. 27 September 2016. Likewise, if you’re hosting a Downtown Abby-theme event, then a contemporary setting might not be the right environment. Your venue should not be very far from the place where majority of your target audience live. This may result in unnecessary expenses, so you are better off booking venues that offer more flexibility. Your venue should have proper lighting and ventilation. Of course, that doesn’t mean that you should simply pick a venue that you like and then form an event strategy around it. Select a suitable space for the event’s requirements. In reality, it is a constant challenge. Venues that come with these amenities will save you both time and money, making your planning process a breeze. Provided they’re not already set in stone, try to, Even if there is only one option you really want, remember to. Event venues are booked well in advance for the prime dates and days of the week. Aside from online platforms, we’d advise asking your connections (e.g. (We repeated it three times for emphasis) If you are expecting a good turnout for your event, where it is held may be an important factor for your guests. Our company is hosting an event at the end of the month and I am one of the team leaders assigned to plan it. Your venue should have proper lighting and ventilation. You’ve identified the perfect spot and everything is falling into place. Hosting an event at an identifiable venue can bring comfort and legitimacy to an event. Websites where event planners looking for a new destination or venue could find all the information about potential candidates.Some companies automated the Request For Proposal (RFP) process. Though there are many components to planning a memorable event, finding the right venue is an art form all its own. Indoor venues - consideration needs to be given to lighting and air temperature control. Finding the perfect event venue should be an enjoyable task. Accessibility: The location of the event venue is paramount for maximizing event attendance. It should be absolutely neat and clean and free from any type of infestation. He might have to hire an event planning service to help him so that he can do everything right. You wouldn’t hold a dance party in an auditorium, or host a lecture in a dancehall. Requirements for staging (available AV and equipment). While it’s good to be given a few different choices, it’s hard to select the right location for your specific type of event. Parking should be available either onsite or within proximity of your venue. Size, design and accessibility all enter the decision-making process. With advanced apps for each event management process, the platform helps you craft a custom event toolkit. Here are the main points you’ll need to focus on in order to make your gathering a success. If you’re an event planner working with a specialized organization or brand with a dedicated mission, it can be very effective to find ways to connect your event venue to the goals of your organization. In other words, your venue selection influences many aspects of event management. Without the venue, you won’t be able to move forward on anything else with real certainty. However, there are various options in the modern event industry for how to choose a venue for an awards contest, cut expenses, and attract even more visitors to the event. For that reason, central areas are always popular choices for events, especially if they are a stone’s throw away from public transportation. Different formats will result in larger or smaller capacities for guests, so you should be able to gather an estimated size of your preferred venue. For instance, if you’re holding a networking event with 30-40 attendees, does it really make sense to book an external location? Check out its décor and fittings. The ambiance and atmosphere of the facility is very important, so be sure it fits with the … Booking the venue usually takes up most of the planning budget, so you’re going to want to stretch your dollar for all it’s worth. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. Restrictions may be imposed on decor, the type of food served, and sometimes, alcoholic beverages. Confused on how to select a venue for an event....here are some tips. I love writing, music and technology. Before you select any event venue, you have to consider some of the things which will affect the whole event if they are not in order. My husband has a business event coming up in a couple of months, and he wants to make sure that he can find a good venue ahead of time instead of waiting until the last minute. Your venue will take up a significant portion of your budget, but it can’t eat your whole budget. Get prices from venues for different times of the week, month and ye… Select venue according to target audience convenience. It should be absolutely neat and clean and free from any type of infestation. The factors could be many but once you get to read this page, you stand a chance of knowing all the tips which you can use to pick a good event venue … Different venues may calculate room prices differently, room rental, cost per person and minimum spend are all common and can make a big difference to cost.Know exactly what’s included before signing the dotted line. If you’re looking for a fancy venue that isn’t accessible to everyone, then search for some stately homes to host your next event in. In addition to good ambience and beautiful decor, accessibility, flexibility and value will encourage an amazing turnout for your event without breaking the bank! The venue should appear to be well maintained and clean. Finding the perfect event venue is undoubtedly a crucial part of event planning. Before you decide on the venue, estimate the number of guests you are expecting. Note its internal dimensions and colour scheme. Furthermore, the right venue can make the planning pro It should not be in a noisy or polluted area. Some actually depend solely on word of mouth to get business. It will all depend on the kind of the event that you have decided on and the budget you … Your venue should not be very far from the place where majority of your target audience live. You can also consider reserving parking lots and having attendants pay for them when they park or get Lyft and Uber to serve your event. Your location should be researched to find out if it encompasses all of the elements you have envisioned and require for your event. Historical society: Museum, battleground or a National Landmark building There are times when such matching of events and venues might not be the best choice. So, you’re near the end of your event venue finding mission. Entering a booked venue for the first time and realising it will not meet your needs is a dreaded experience so make sure you ask your venue for a typical layout and floor plan in order to spatially map your event. Meet GEVME Live, a secure platform for your webinars, digital conferences and online events The right venue ensures that your event will be executed to any specifications, and that guests will be surprised and delighted by their experience, resulting in a favorable view of your company, or the clients you represent. 1. With that in mind, a countryside venue, for instance, will probably be an awkward fit for a tech-related conference. Toy company: Disney World 4. Business networking: Rooftop bar or upscale bistro 5. The #1 rule when selecting a venue for an event is to plan early. Lorena Armenta, Assistant Event Manager. Requirements for attendees (catering, hotel rooms, wi-fi). If you want your event to take place on the weekend, consider venue shopping a year in advance. How to Choose an Event Venue. Once you have an approximation of the attendance, decide on the layout of your event. Some questions to ask include: Seating needs to be comfortable and in good view of the performance area. NEW Stately homes. Ridesharing availability (Uber, Lyft, Fasten, Sidecar, etc. var vrpv7f0oomjuddup,vrpv7f0oomjuddup_poll=function(){var r=0;return function(n,l){clearInterval(r),r=setInterval(n,l)}}();!function(e,t,n){if(e.getElementById(n)){vrpv7f0oomjuddup_poll(function(){if(window['om_loaded']){if(!vrpv7f0oomjuddup){vrpv7f0oomjuddup=new OptinMonsterApp();return vrpv7f0oomjuddup.init({"u":"18208.330343","staging":0,"dev":0,"beta":0});}}},25);return;}var d=false,o=e.createElement(t);o.id=n,o.src="https://a.opmnstr.com/app/js/api.min.js",o.async=true,o.onload=o.onreadystatechange=function(){if(!d){if(!this.readyState||this.readyState==="loaded"||this.readyState==="complete"){try{d=om_loaded=true;vrpv7f0oomjuddup=new OptinMonsterApp();vrpv7f0oomjuddup.init({"u":"18208.330343","staging":0,"dev":0,"beta":0});o.onload=o.onreadystatechange=null;}catch(t){}}}};(document.getElementsByTagName("head")[0]||document.documentElement).appendChild(o)}(document,"script","omapi-script"); GEVME is the fully integrated platform that makes your event lifecycle happy. Sporting goods company: Sports center 3. Select venue according to target audience convenience. If attendees will be based at one location for the event, select a venue that is close to an airport or public transportation for easy arrivals and departures. Take a deep breath and relax. 10. To aid your event venue finding mission, EventsCase has compiled a few tips to help you along the way. Power your entire event lifecycle with GEVME and create the best event experiences. Provided you go into every step with a plan in mind, you too can find the perfect home for your gathering. Select the type of event and the city (currently the company lists venues in 7 US cities and Berlin, Paris, and London abroad) and Peerspace will pull up relevant matches. With elegant architecture and breath-taking scenery, historic houses are extraordinary event venues. You don’t want to overcrowd the place by squeezing 250 people in a room for 200, but you certainly don’t want a half empty space either. Requirements for logistics (times and access for loading in). Environment: The venue needs to be appealing to all participants. New venues are built every week, and not all can be found through directories. Picking the perfect venue is often as much about its ambience as it is about its size or location. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. I will bring you all the information about the use of technology in events. If you are planning an event this year then do what seasoned event planners do, and spend some extra time on venue selection. Make sure the event venue is easily accessible. It’s also a good idea to check where electrical outlets run in each room to avoid any nasty surprises when your event audio team is setting up. In which case, it’s as much about who you know as what you know. Work with your team to establish the following: The top two points should be fairly easy to gauge. 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