While planning an event, people need to take several decisions. Selecting a venue among others is the most crucial decision which will have a notable impact on the event. Right from the event date, catering choices, and the pleasant experiences of the attendees, all depends on the selection of the venue. But do not feel intimidated. Follow these guidelines for making a decision, things to consider, and also ways to perform better.
Most Opportune Time to Search a Venue
Well, the sooner, the better. After having a thorough understanding of the budget, space needs, and the estimated size of the event, one can right away begin their search. It is wise to book at least 3-6 months ahead in order to have sufficient time to perfectly plan out other vital things like a website, event brochures, and catering. Babylon Newcastle in King Street is a good venue.
Pointers to Consider
Location- If it is any local event, then choose a venue in a reasonable distance either from the attendees’ workplace or home. Should they come from outside, choose a venue adjacent to their hotel or airport. No matter, consider the parking options, transportation, and traffic. To avoid the attendees to reach the event late, it is good to offer them a mobile event application, that these days is quite a standard. Through driving directions, GPS maps, and shuttle/parking information at the fingertips, attendees will always feel relaxed.
Parking- Consider a venue that has a valet parking or a parking lot or has adequate parking space nearby. It is good to reserve parking lots that are nearby for the attendees.
Minimums and Capacity- Check the capacity that the venue has as if there are 500 people, they will not fit in a room having a capacity of 250 people. Secondly, there are safety and fire codes which the venue should abide by.
Amenities and Services- Choose a venue that provides catering services or one that allows food from outside as per the choice and availability. Ask about the various services and amenities that the venue offers such as linens, tables and chairs, setup and clean-up crew, audio-visual capabilities, and more.
Layout- Have an idea regarding the activities to be included, the amenities needed and also consider the needs of the attendees. At the time of narrowing down the selection, make a note of every vital thing like the location of the AV or the outlets. The floor plan and layout will largely affect various aspects of the event, especially the event activities and flow of traffic.
Ambiance– This should get special attention. The style of the architecture and the interior are crucial. The ambiance should complement the event for that roaring success.