One of the important tasks for an event coordinator is the selection of a good venue for the proposed event. This is because some of the activities slated for the event are put on hold until the venue is secured. The venue for an event forms the basis upon which other plans are made, partly because it can determine whether the event will hold or not.
Other aspects of an event are also important but much premium is placed on the location due to it being the foundation upon which everything rests. The importance of a venue for an event cannot be overemphasized. It is advised that you pick your location weeks earlier to afford you ample time to start inviting your guests and every other key player in the event.
If you live in Launceston and you have an event coming up, a good way to start planning is to check for a venue hire guide around you to ensure you find something that reflects the theme of the event. When you get this right, handling other aspects may not be much of a problem to you as the venue goes a long way in contributing to the success of an occasion.
Factors to Consider Before Selecting the Venue of an Event
The following are some factors to consider before choosing a venue for your occasion:
Budget
The location of an event may sometimes take up a significant part of your budget. Additionally, there are other things like signage, entertainment, supplies, and food that you have to pay for, so you may need to explore a number of options in search of an affordable location. The time of the event will also determine the cost of the location, for instance, Friday night during summer will be very expensive. It is better that you start planning very early so that you will book the venue when the prices are low.
Ambiance
Check the decoration of the venue and how satisfactory it is. This is because it can turn out to be an expensive and difficult venture if you decide to handle the decoration after payment. Make sure that you pick a location that the atmosphere alignswith the theme of the occasion. The atmosphere of the place has to appeal to the guests to make the occasion a memorable one for them.
If you have intentions of creating an atmosphere of luxury, you have to pick a ritzy hotel. If you desire a trendy atmosphere, select a modern location. If the event is about tradeshow, pick a location that is open and industrial. Always go for a location that conveys the same message as the theme of the event. Also, in choosing the theme of an event, make sure you come up with something that gives the guests a pleasant experience.
One recommended theme that makes your guests feel like they are traveling around the world even without stepping on an airplane is a cultural theme. If you need design ideas for this theme, you can check here:https://www.ehow.com/list_5852223_cultural-theme-event-ideas.html.
Capacity and Size
Every building has a certain number of people it can contain at a given time. Before you invite guests, you have to be certain that the space available will accommodate all of them. The size is also another important factor because it will determine the movement around the venue and how comfortable people feel during the occasion.
Availability of Wi–Fi
One of the things that event planners consider before picking a location for an occasion is the availability of a quality internet connection. The guests may need to receive their emails, send a text message to their family and friends, and share pictures that were taken during the event on social media.
They can only achieve these things through a strong Wi-Fi presence. You have to make sure that the venue has a strong Wi-Fi connection that people can easily connect to.
While it is good to make internet provision for guests at an event, it is also important that you secure the connection to prevent intruders from accessing the network. If you need tips on how to secure the Wi-Fi, you can check here.
Parking Lot
Parking space is another important factor you have to consider before picking a location. Most of your attendees will not like to pay for a parking space or park their cars along the street. Before you pay for a location, make sure that they have an adequate provision for parking.
Accessibility
This means that everyone attending your event, especially individuals with special needs can enter the building and use its amenities. You have to know all the groups that will be attending the event. Consider children and individuals with special needs before picking a space.
The only way to be aware of the kind of people that will be attending the occasion is to review past events organized by the organization. When you are expecting babies, provide enough changing tables in the restroom. When you are expecting aged people, you have to provide a large number of seats.
Sound and Acoustics
When the sound in a location is too loud or too low, the guestswill become bored and unengaged. Guests do not want to strain their ears to hear what the presenter is saying or shout at a very high tone to converse with their fellow guests. If a space has poor acoustics, try and avoid it even if the place is affordable.
A space with low ceilings will increase the sound while large open spaces will generate echoes. You have to select a space that has adequate balance. You can also test the acoustics so that you will be sure that there is no problem with the sound system.
Layout
While you are searching for a location, try to imagine how the place will be set up. Before you pay for the place, you have to find out the floor plan. This will help you to compare it with other locations. The floor plan will help you to organize activities like demonstrations, exhibitions, the flow of traffic,and presentations.
Insurance
Most owners of locations will not lease out space if you do not possess adequate insurance. You have to reach an agreementwith the owner on the kind of insurance and the firm that will provide it. In some situations, you have to pay the insurance in full or part of it. You can do this through your liability agent before you secured the location.
These are some of the factors to consider before choosing the location for an occasion. Feel free to search the internet if you need more tips.
Conclusion
Selecting a venue is a very important aspect of organizing an occasion. When the location is cheap, shabby, and does not meet the requirements of the organizers, it will affect your reputation negatively. It is recommended that you carefully check the facilities available in a location before you make payment.
