Hundreds of event venues thrive in and around Toronto and the GTA. The most difficult part of all of this is making the right choice of the venue. Most event managers can find this process very intimidating and hence to help you with your search we bring to you an extensive guide to landing the right event venue.
- Knowledge of the event – What is the kind of the event? How is the success of the event being measured? What are the objectives of this event? What are the attendee/client expectations? Is the event happening the first time? Is there a detailed event schedule comprising every required information like food and beverage, event description, set-up needs, audio-visual needs, budget, number of attendees etc.?
- Capacity – Regardless of exactly how attractive a venue might be, its physical space needs to be able to accommodate with the requirements of the event. This broadly includes décor, food service, audio-visuals, storage space and back-of-the-house service areas. Registrations, reception, exhibits, displays and space for entertainment also need to be addressed. With various set-up configurations, a well-planned décor can maximize the space you need in order to confirm that the venue concurs with all the requirements of the event.
- Reputation – Are you looking for an established venue? The best test of a venue’s ability depends on its ability to deliver on-event needs and to achieve demonstrated success. Check to see all reference letters from the past suppliers or clients. There should be a minimum of three to make an acceptable offer. But you can also check with other event planners or make your own online research.
- Value – Budgets are most often used to control cost of events and these must be diligent in checking all expenses have been looked out for. A confirmation of the rental fees or the landmark at any particular venue must also be taken into account. Next, check if the venue comes in collaboration with suppliers or there is an additional charge incorporated. After aligning all of these, check if the budget falls in line or not.
- Ambiance – At times of site inspection it becomes important to take a proper look on the natural light, the height of the ceilings, the outdoor space, the lighting, the color schemes, upkeep and the cleanliness of the venue. These elements can have a major impact on the event as a whole dramatically affecting the guests’ experience together with the budget.
- Location – Location is yet another factor that can make or mar your event. Location determining factors usually are the arrival and departure of guests, the exact location of the venue, its distance from important places like airports etc. Are there any expectations in regards to parking, public transport or airports? The travel time must be reasonable enough, though varying with transportation modes and expected delay in traffic.
Regardless of where your event might be happening, there will always be the pressure of rendering a perfect experience for all the guests. The selected venue must be in consonance with the most important factors to ensure that everything falls into place.