How to Select a Venue – A Complete Guide

March 22, 2020

Events usually are not a matter of chance only, but also serve as memories for a long time. Attendees to an event have quite a bit of expectation, and this makes it a lot more imperative for the host to make every effort possible to ensure that the event hosted by them does not just have an experiential touch to it, but it also establishes an emotional connection with the attendees of the event. It is needless to say that, the most integral part of any event planning, be it personal or business, is the selection of the venue. So whether it is a corporate event such as business dinners, seminars, or personal occasions like engagements, weddings, social gatherings with friends and family, choosing a venue that most suits the type of the event will set the mood of the event and its invitees. While corporate events will have a more formal touch to how it is being held and organized, a personal event is intended to establish a sense of empathy between the host and the invitees. Below guidelines enlists the important things that one should focus on will help in conducting the event in a very smooth and timely way. Choosing a Venue for a Corporate Event Corporate events speak a lot about your company. One of the purposes of organizing a corporate event is to build an environment of cohesiveness amongst all stakeholders. The success of a corporate event also largely depends upon the venue it is being held at. So what aspects should you keep in mind, when you are planning for a corporate event? 1. Accessibility and Space When one speaks of accessibility to the venue, it implies that the location of the venue at which the corporate event is being held should be such that different modes of transport should be easily and readily available to reach the venue. The event is more likely to be attended by people if they can reach the venue smoothly. Moreover, since the events will have numerous activities planned, the chosen venue should be spacious enough to foster a variety of team building activities. 2. Facilities and Technology For selecting the right venue for a corporate event, one of the most crucial parameters is the availability of technical facilities. By technical facilities, we mean to say how well the venue is equipped with audio-visual equipment, charging points, connectivity and support staff for all sorts of assistance. 3. Food and Beverages Whether it is a corporate event or a personal event, food and beverages form an integral part of the event. Although most venues have in-house catering facilities, it is always advisable that as an organizer of an event, you check with the venue administration about the quality of the food served, their suppliers, and relevant costs attached to the catering services. 4. Branding Corporate events, whether conducted for employees, clients, vendors or suppliers includes a branding exercise. So make sure you ensure that the venue chosen has enough space available for putting company banners, signage’s, and other marketing-oriented collaterals. 5. Lodging & Accommodation Facilities Usually, for a corporate event such as a conference or a seminar, there will be a good number of outstation attendees. That is to say that whenever you are sifting through the venues, you should keep in mind that there will be several attendees who may need lodging and boarding facilities. It would be thus advisable that you should select a venue that offers these facilities in-house so that your guests do not have to worry about transport and other issues. In a case, if the chosen venue does not offer lodging facilities within its premises, you should choose a venue which has hotels and accommodation facilities in its vicinity. Corporate events reflect the image of your company. Venues are intrinsic to any event planning process and with this event guideline that you now have, you could be sure that your corporate events will truly represent the ethos and vision of your company. How to Get Good Deal for Last-minute Venue Booking?… Know more Choosing a Venue for a Personal Event A social gathering, a birthday party, a graduation party, an engagement, or a wedding, are these just events that come and go in each one of our lives? Are these events not remembered fondly for the memories they leave, long after they got over? Well, these events serve not only as a long-lasting memory but also establish an emotional connection with every soul who is a part of the event, hosts and guests alike. With so many cherished memories echoing the pleasant times spent with friends and family, one should be extra careful and responsible while choosing the venue for the event. No wonder, a right “Venue” can set the tone and aura of the whole event. Let’s take a look at what all things one should pay attention to when he/she is searching for the ideal venue to make their event memorable. 1. Accessibility to the Venue Unless you are planning for a destination wedding, which would require your guests to travel a fair amount of distance, you should be mindful of the fact that the venue chosen, is well within the city’s limits, in other words, the event venue should be reachable without any hassle. 2. Style & Design The style and design that you should look for while zeroing on a venue are largely dependent on individual preferences, however, there is no denying that the style and design of the venue you choose should mesh with the theme of the event. 3. Size & Capacity Needless to say, you would certainly not want to cram your guests. So, choose a venue that does not appear to be claustrophobic, nor does it look too uncrowded due to its oversize. 4. Parking Facilities Any event is expected to be attended by a substantial number of attendees, and events such as a social gathering, parties, engagements and weddings are sure to have