Event venue is the body language of your meeting. While it’s important that you prepare the content, the event schedule, the attendees and yourself, it’s equally important that you choose the correct venue for your event. How to pick the right event venue then? We will spill the juice and tell you what five questions to ask before selecting an event venue.
Why would you care about the event venue so much? You just need the audience together, some straightforward discussion, decisions and support. Well, let us clear the fog. Your event venue influences the outcome of your meeting. Your meeting environment has a huge impact on your attendees.
If you need your attendees to be creative and to innovate something new, then an old, boring event venue won’t do.
If possible, call your event venue in advance and see if you can arrange to come for a visit and for a site inspection. This allows you to experience the event venue in the eyes of your event attendees, to check the ambience and any special requirements you might have. So, what should you pay attention to? What should be the selecting criteria for your event venue?
We have created a list of five things to pay attention to when selecting your event venue. These five things make up a barometer that helps you define the suitability of the venue. Finding a good event venue doesn’t have to be difficult!
1. Does the Event Venue Represent the Look and Feel of your Event?
What is the reason you are organising the event? What do you need to make it successful? These are the two things to keep in your mind when selecting the event venue. Once you have your purpose and requirements clear, think about the logistics. How many people are you inviting, is the event space appropriate for your group? Does the event venue require a minimum headcount from your end, and what is their maximum capacity?
While you need to think of very practical questions such as the capacity, don’t forget the feel of the space. If your event has a theme, is the event venue able to support you in the theme? Is the ambience of the event venue right for you?
2. Location Is Everything with Event Venue
The first thing that attendees note after date and time is the venue and how to get there. Location is everything. If your location is hard to reach, there will be many no-shows as the location is not convenient enough. If the venue is difficult to find, is there enough signage to indicate the way? To make life a bit easier, please choose a convenient location for your attendees. Venues that are central and with access to public transport are always foolproof. However, if you know that many of your attendees drive, think about the parking availability.
What about the weather? It’s always fun to be outside on sunny days, but you can’t guarantee the weather will be great. If you’re planning an outdoor event, is part of your event venue covered? Is there a plan B in case the weather gods are not on your side? Make sure your guests won’t be soaking wet.
3. Select an Event Venue with Flexible Setting
You have found an event venue with the right capacity for your meeting, great! Now, is the event venue enough flexible? Are you able to move and walk around, even with many people? Are you able to change the seating arrangement? If there are a lot of people coming for the event, are they able to move from one place to another easily?
You should avoid bottlenecks, narrow spaces and corridors at all costs. An open, flexible space with moveable furniture is the key to a good venue.
It also has a positive psychologic effect: an airy, spacious venue is more comfortable and gets your thoughts flowing.
4. Think of the Facilities and Services When Selecting the Event Venue
If the event venue provides an Event Coordinator to help you with planning, you’re already on the winning side! Your day will be a lot easier and less stress will be on your shoulders if someone is taking ownership to set up and clean up your event. Therefore, check with the event venue if they help you with this.
Do you need food for the event day, and does your event venue provide food and beverage? If everything comes in one package, you won’t have to call different vendors and manage multiple stakeholders.
Is the venue secure and do they provide security if needed? Do they cover the event with insurance? These are things you might not want to think about, but it’s a good idea to double-check.
If your event has a theme, is the event venue able to help you with possible decorations? Do they provide floral arrangements, or any entertainment and activities? It’s a good idea to choose an event venue that takes care of the organisation and provides everything, so you will be left with more time to do your job and make your event count.
5. When to Book Your Event Venue?
When selecting your event venue, it’s good to check their availability the first thing.
If you know your event will be of a bigger size, the sooner you can lock in the dates and get the venue booked, the better. Smaller meetings are easier to arrange and to book as the size and capacity requirements are easier to accommodate.
If you’re organising your event during a busy seminar week, or during any big fair, you can expect venues to be fully booked well in advance. The sooner you book, the better. Many event venues are also flexible and agree to hold your booking without payment for a certain period of time or have a good booking refund policy.
Psst! Did you know that every event held at HUONE always has its personal Event Coordinator from our team? We take ownership in making sure your event is successful and your attendees are happy. Let’s discuss your event more!
*Picture HUONE Copenhagen, Theater room (80 pax)