No matter what type of event you are hosting, you have a lot of decisions to make. One of the most critical decisions is choosing the venue where your event will take place. Oftentimes, this can either make your event a great success or lead to a disastrous failure. In order to have an amazing event, here are a few things to things to consider when choosing your event venue.
How much money do you have to spend on your event? How much of it are you willing to devote specifically to the venue? These are questions you need to ask yourself when choosing a venue. If you are on a tight budget, you may not have much to spend on it. If you have a bigger budget, how much wiggle room are you allowing yourself? If you can and are willing to cut costs elsewhere, you could potentially afford a more expensive venue. Another factor that affects cost is the date you choose. Some venues offer lower prices for certain days of the week, so be sure to ask if the venue offers discounts like that.
Where the venue is located could have a huge impact on the success of your event. If your attendees are all within a certain radius, choosing a venue that is within a reasonable distance of their homes or workplace makes the most sense. If you are hosting attendees that need to fly in, it would be helpful to choose a venue that is either close to the airport or within a reasonable distance from their hotels. If you are considering a venue that is located in a hotel, it could greatly increase the chances to house your guests right at that hotel, eliminating their need for further travel.
3. The Venue’s Decor
The look of a place sets the tone of an event. A wedding has different needs than a business conference. Take a look at the existing decor. Does it fit in with your theme or event? If not, can you work with it or add your own decorations to make it work? If not, you may need to look elsewhere for a more appropriate event venue.
4. Vendor Rules
Good food makes for happy guests. Check the rules when it comes to vendors. If the venue has its own kitchen, you may be required to use their food services. If it doesn’t have a kitchen, check to see if it restricts you to certain vendors. You may have a specific idea of what you want to serve your guests. If you are restricted to certain vendors and they don’t provide the catering options you want, you may want to keep looking. Satisfied guests make for a successful event.
5. Capacity and Layout
How many guests do you have? Obviously, the more guests you have, the bigger the venue you will need. You don’t want to cram too many people in a small space. There may also be a maximum capacity for fire safety. It will also be helpful to know if the venue has a minimum guest requirement. If you don’t meet that minimum, you may be charged extra fees. The layout should also play into your decision. You want to make sure you can fit the necessary tables, chairs, stages and A/V equipment while still having plenty of space for the comfortable movement of your guests.
When it comes to planning a big event, be it a corporate meetings, an employee incentive party, or a business conference, one of the most important decisions you will make is the venue. Make sure you thoroughly investigate your potential choices and make sure that your final choice will fit all of your needs and you are well on your way to success. Our dedicated team of event planners can take the burden of finding the right event venue off your shoulders and ensure the success of your event! We know how to find the right event venue to fit your unique needs. Contact MTI today to start planning the event of a lifetime.