The venue and location you choose for the event will determine everything, including the date, speaker lineups, catering options, and the guests’ experience. Is this scary? That is not how you have to feel. Following are some pointers on what to look for, what to think about, and how to improve while making a decision.
When to Start Looking for a Venue
To ensure you have enough time to organize other essential details, like finding fantastic speakers, designing a website and event program, beginning ticket sales, interacting with guests, and more, if possible, book a location eight months in advance.
Things to Think About While Looking for a Location
1.Β Β Β Β Β Internal Service Provider Obligations
Does your event’s location require you to employ their in-house service providers? Event coordinators are required to use recommended or exclusive service providers available at many venues, such asΒ Gangnam Six (κ°λ¨μμ€), for specific objectives.
These service providers typically have agreements or relationships with the venue, so they are familiar with its layout, policies, and requirements. These venues frequently have these internal suppliers for security, dΓ©cor, audiovisual equipment, catering, and other services.
2.Β Β Β Β Β Wi-Fi and Internet Access
Does the location allow internet and Wi-Fi use for your event? Do they provide wireless internet in their lobby areas, conference rooms, and hotel rooms? Every kind of event should have a primary goal that people understand well, and the goals and objectives that provide the success metrics.
It is helpful for staff and guests to check the schedule and connect with other participants. It also enables people to share the fun and news online, promoting your event and creating buzz.
3.Β Β Β Β Β Layout
Even though choosing a location typically happens later in the planning phase, you should still have a basic concept of the activities you want to include, the amenities you’ll need, and the requirements of your participants and team.
Before you narrow down your possibilities, obtain an illustrated floor plan of each venue. Go through your top choices, making note of specifics like the locations of the AV equipment and outlets.
4.Β Β Β Β Β Acoustics
Have you ever attended a gathering where the noise was so high that, in only one evening, you had to strain to hear other people and even ended up with a hoarse voice? A low ceiling may make a space feel warm and inviting, but when it gets busy, the noise level rises.
5.Β Β Β Β Β Contract Flexibility and Force Majeure
Negotiating flexible contract terms with your venue is also a smart idea since unanticipated circumstances may cause your event to be canceled or postponed. For instance, even if someone has previously registered, a lockdown order or natural calamity may prevent them from attending your event.
You can inquire about adding disaster-related clauses to the venue’s contract, which would shield you from losing your entire deposit in the event of a force majeure.
Summing it Up
As you can see, selecting the location of your event involves many factors. You will, however, locate the ideal location for your event like Gangnam Six if you keep the points above in mind when conducting your research. Once the event’s date and location have been confirmed, it’s time to set up agendas and websites, advertise the event, charge admission, and begin interacting with guests.
