Event venues are the most important part of any event planning roadmap. Choosing an event type might be easy but choosing the perfect venue for it has to be a tricky task for many. You’re basically competing with the rest of the event planners and organizers for the hottest or newest venue in town. It’s crucial for choosing the right event venue as it can make or break your overall event experience and success.
Whether it’s a Christmas party, a corporate event, or a birthday party, you need to have an eagle eye evaluation for all these diverse sets of venue requirements. However, as an event ticketing partner for event organizers all over the world, we have a few checkpoints that work as a standard guide for all.
Here’s Our Guide To Evaluate & Choose an Event Venue
1. Get A Head Start
Before considering the points for your event evaluation and selection, it’s important to answer the question “When to start looking for an event venue?”
The safest bet to comfortably evaluate and choose your event venue has to be as soon as possible. Make sure to get a head start and phase out your venue planning at least 6-7 months in advance. This will ensure that you can create your event agenda, generate sponsorship, and invest in pre-event engagement.
2. Scope Out The Location
A no-brainer of sorts. To ensure that your event venue is accessible to your target audience, your location selection should take center stage. You need to consider the traffic, transportation options, and parking capacity while choosing the venue.
Of course, with our Online Ticket Store, you can provide an event location for easy navigation to your event attendees and make their journey to your venue easier.
3. Estimate Venue Capacity
The size of your guest list will dictate your event venue selection to a large extent. Choosing between an indoor or outdoor venue also relies on the number of guests you’re inviting and the overall nature of your event. So make sure you conduct necessary surveys and RSVP counts for an approximate number of attendees that are likely to show up.
Our Guide to Post-Event Evaluation Surveys will definitely help you and your team get the most out of event planning by asking all the right questions.
4. Calculate Venue Cost & Contracts
While on the event venue hunt, the cost and contract attached to each location will be diverse based on what they’re offering. Pay attention to the existing decor, ambiance, restaurants, dining, and other premium services for attendees before signing up or finalizing anything.
When it comes to contracts, ensure flexibility and negotiable terms as events can be unpredictable up until the last minute.
5. Event Amenities & Services
Every event type has certain pre-requisite requirements. A live concert might need top-notch sound and lighting, whereas a food festival might need the best of dining and catering with comfortable seating. After all, guests and attendees when fed well, leave your event space with rave reviews.
Weigh your apples and oranges accordingly to make sure your venue owner is justifying the costs with the amenities, services, and technologies provided. Many a time, venue owners tend to provide basic event amenities such as security, decor, dining, catering, photography, videography, and so on. Make sure you bargain well and get the most out of your investments.
6. Guest Convenience
If you handle the luxurious niche of planning weddings, private events, or black-tie hotel events you might be interested in your guest convenience over everything. For a wedding venue, maybe you’d like to research more on the staff/servers to guest ratio and their event hosting capabilities.
Learn more about Elevating Your Guest Experiences in Hotels that will help you re-invent your strategy.
7. Ambiance & Acoustics
There might be a certain genre of events that are driven absolutely by the venue’s ambiance and acoustics. Thinking of hosting a local Oktoberfest in your local pub? Or maybe a music festival in a stadium? No ordinary venue will cut it.
In such cases, you need to narrow down on an event venue that compliments your creative event themes and amplifies the overall event experience.
8. Venue Restrictions
Perfect event venues do not exist! Period. Every location or venue that you end up shortlisting might have some of the other restrictions. Whether you’re an event planning maverick or a newbie, ensure that the venue restrictions don’t play spoilsport with your main event agenda.
For instance, if you’re planning corporate meetings, the event venue cannot have poor Wi-Fi, fewer tables & chairs, outdated AV equipment, and zero power backup.
9. Overall Uniqueness
Book a venue that is unique, above all else. Event experiences are meant to be one-of-a-kind and your event space plays an important role in making it what it is. Your space can be flashy or subtle, but when it comes down to it, you and your event attendees would love to be associated with something distinct, quirky, and in a class of its own.
Simply put, your evaluation and event venue planning comes down to the WOW factor as a whole. Did you manage to steal their attention with an over-the-top artist line-up or maybe the stage decor was off the hook? Chances are that your event attendees loved the VIP services more than anything else.
All these factors play into the overall event experience and success. We hope our quick guide helps you step up your event planning game. For more such tips, guides, and industry insights, subscribe to the Yapsody blog.