Selecting the right event venue is a critical task for any event planner. A lot of research and hard work goes into choosing a venue that’s suitable. There are several places in the GTA to hold an event, so you need to consider several factors to understand if a location is right for your event.
To help you choose the venue, we have put together a list of factors to consider before choosing a location: –
This must be your first step. Without a well laid out budget, you won’t know what your ROI will be. Do your research; see what the costs of venues and items in your area range at. Add up the costs of everything and see how close it is to the budget. If you find that you’ll be going over, start eliminating or toning down the items on your list.
- Type of Event
Events like press conferences or board meetings will require sort of space than any casual gatherings or parties. The type of event you’re holding will inform the goals and measurements of success you need to adopt.
- Day/Time Availability
It’s a rule of thumb to have a few day/time options in mind when planning to select the venue. Having alternative options will provide you the flexibility to select a suitable event venue. What you don’t want is to not have a location secured because your first option didn’t pan out.
The amount of physical space available is an essential factor to be considered when selecting a venue. Seating arrangements, audio visual needs and storage are areas that require consideration from event organizers. A good event planner needs to make sure that the venue is suitable for accommodating the needs of the event.
- Know Your Guests
Before the first invite is sent out, it’s important to know for whom the event is for. Knowing your guests in advance will assist you in selecting the venue in accordance with their preferences.
- Visit the Event Site
Although it might inconvenient in the short-term, visiting the venue prior to the event can save you a lot of trouble later. By being present on-sight, you can see for yourself if there’s anything that’s missing, or if there’s any safety concerns. While photos give you an idea of what a place is like, seeing it for yourself will confirm its utility to your cause.
Décor includes the theme that you want to have for the event. It’s something decided once you have everything else set-up. It should be in service to your event’s goals, audience and budget.
Before you sign any papers, check for feedback on the venue. Read the reviews that other event planners have left. Reading these reviews or word-of-mouth can also tell you what it will be like dealing with the person who owns the venue.
A good event planner knows how to not only book a venue, but select one that will add to the event experience. By following the above steps, you can ensure that the event becomes a meaningful venture.