The venue can make or break the success of any event. Even if you serve the best tasting food or prepare the most extravagant entertainment for your guests, if your venue is “blah” then it’s going to be the one thing that your guests will always remember about your event.
Venue selection should therefore be your top priority. It’s one of the first things an event company should do because researching possible destinations and negotiating on the price can be quite a challenge.
Take a look at the following tips to help you choose the best venue for your event.
Tip 1: Location, location, location.
So let’s say you’re very eager to impress your guests. You want only the best venue possible and you’ve set your eyes on a 5-star beach resort 60 miles away. While it’s good that you want to impress your guests, no one will exactly want to drive for an hour and a half just to attend your party, right?
Choose a location that’s convenient for everyone, and pick the best venue you can afford in that area.
Tip 2: Be flexible.
If you’re planning to hold an event on Christmas Eve, you’ll need a miracle to find a venue that can accommodate you on this date. You must be flexible with your selected dates and as much as possible, avoid the peak season so you can book a nice venue with a better rate.
Tip 3: Check the size.
The one thing you DON’T want to do is book a venue that can accommodate 50 guests when you’re expecting a hundred attendees. Conversely, you don’t want to book a grand ballroom if you’ll only have no more than 100 guests coming. Choose a venue that’s just big enough for all your guests.
Tip 4: Inquire about the amenities.
The amenities an event will need depends on what type of event it is. What you need for meetings and conferences differ from the amenities and facilities required for formal sit down dinners and company parties. Make sure the venue you choose has the amenities you need for your event.
Tip 5: Visit potential venues before making a decision.
We always recommend that you personally visit the venue and check out all the facilities they have first before deciding. Ask about the previous events that were hosted there so you’ll know if they have experience hosting events similar to yours. Check if the staff is professional, courteous and helpful too.
Take all these things into consideration before you make a decision. Keep in mind that choosing a venue is a lot harder than it seems so you have to dedicate some time for it. Doing it in a rush is a very, very bad idea.
If at all possible, choose your venue a year ahead of your event. That way, you’ll have a lot of time and options to consider.
If you have neither the time, the experience or the patience to choose a venue for your company’s event, we recommend you hire an event organizer to handle this task for you. An experienced professional planner knows exactly where you can find the best venue for your event.