When it comes to events planning and management, time is always of the essence. You will have to juggle between dealing with clients, communicating with suppliers, attending various meetings, and managing your own personal time as well.
It is a hard business to get into, but once you get on your feet and know your way around the ropes, everything comes as second nature. One aspect of events planning and management is finding the right venue for the event that you are handling.
You may think that finding a venue is easy, but it is far from it. You would have to consider a number of factors when choosing a site to fit the number of people attending, check whether the venue is a fit for the theme, and the rental costs.
We will go through all of these factors and more in this article. And hopefully by the time you finish reading, you will have a better understanding of how to book the best venue for whatever event you have lined up.
The first thing that you should consider is the location of your venue and the possible distance it has from your client The venue should fit the client’s needs. You would not want to book a garden venue for a formal business summit, right?
So instead of booking the garden – no matter how good it looks – you are better off renting out a function hall of a hotel. Save the garden venue for a better event like a wedding or a family reunion. Another thing you should consider is the distance from your client.
Unless your client is willing to travel, you should keep distances short. They probably would not want to travel hundreds of miles just for a small gathering.
Number of attendees
Aside from picking a venue for its location, you should also consider the size for the event. While you may have already found a good venue for your event, if it cannot house all of the attendees, then the event itself may be a disaster.
Apart from the number of attendees, you will also have to consider the number of staff that will have to share the floor area. For example, if your event requires the attendance of concert production companies here in Salt Lake City, then you will need to make some room for those people as well.
And lastly, when canvassing for a venue, you must always check the rental fees and learn how to haggle if necessary. There will be venues that will cost more than others. Perhaps their location is situated near a busy district or their decor, motif, and features are more luxurious than others.
You will need to canvass several venues and present them to your client. If possible, you can even haggle the rental cost. However there is usually a catch like catering must be done exclusively by the hosting venue or limited parking spaces.
When it comes to venue canvassing and rentals, you have to be quick on your feet and reserve as early as possible – especially when that said venue is the ideal location for your event. To recap, all you need to do is to combine all the aspects of this article, and you will be an expert in finding ideal locations in no time.