So, your CEO says, “We’re running a conference in three months. Find a great venue, and don’t break the bank.” Suddenly, you’re an Event Manager, potentially without prior experience, and training begins immediately!
Virtually every space owner is trying to get into providing venues for events. Options range from training facilities and hotels to mansions, castles, conference halls, art galleries, museums, and universities. Each venue has unique attributes, making it attractive for different events. The ideal venue is likely popular, so book early to avoid compromising. The selection process can be overwhelming, like comparing apples to oranges. Before you start looking, define your event’s specific needs.
Consider these factors:
* **Dates:** When is the venue needed? Is a rehearsal day required?
* **Attendance:** How many attendees are expected? Does this number need to be flexible?
* **Parking:** How much parking is necessary?
* **Location:** Should the venue be within a specific distance from your office?
* **Image:** Is the venue’s image important? A budget venue suits a cost-cutting seminar, while an executive workshop might benefit from an upscale mansion.
* **Seating:** What seating style is required? Lecture, conference, restaurant, with or without tables, or even bean bags?
* **Projection:** Will you use a projection screen? What size will it be?
* **Stage:** How should the stage be arranged?
* **AV Equipment:** What audio-visual aids will presenters use? Will you provide projectors and a sound system, or will the venue?
* **Accommodation:** Do delegates need on-site or nearby overnight accommodation?
* **Breakout Rooms:** Are smaller discussion rooms needed?
* **Assembly Area:** Is an area needed for registration, information, and coffee breaks?
* **Meals:** Will meals be buffet or sit-down?
* **Access:** Do you need early or late access for setup and dismantling?
* **Power:** How many power outlets are needed and where?
* **Outdoor Space:** Is outdoor space needed for icebreaker activities? Do icebreaker suppliers need additional facilities?
* **Refreshments:** Are refreshments needed on delegate tables and refilled at breaks?
* **Budget:** What’s the maximum cost per delegate?
Detailed information might not be available initially. Make educated guesses and over-specify to ensure the venue adequately meets your needs.
With detailed specifications, research potential venues using recommendations, directories, and the internet. Call venues to confirm they meet basic requirements: room availability on the dates, services, and cost parameters. These calls will narrow the list to a few venues to visit with a colleague for rating against your criteria.
Bringing a skeptical colleague prevents being swayed by sales pitches and helps you notice small details.
This process usually identifies a clear winner. If you have multiple options, choose the venue with a team you believe will work effectively with yours.
Venue finding is time-consuming and crucial for the success of any event. With careful planning, the right questions, and thorough information, you’ll be confident that your chosen venue meets all requirements.