6 important factors to consider when choosing the right event venue.
If organizing events wasnâ€™t difficult enough already, event managers have a number of important decisions to make when planning a new event. Undoubtedly, one of the most important is choosing the best event venue.
To make life a little easier, weâ€™ve compiled a list of what we think are the 6 most important factors to consider when choosing the right event venue.
1. Type of event
One of the first things to take into account is the type of event and also the number of attendees. Certain events, like product launches, workshops, team building, etc, lend themselves to a different type of space.
Similarly, keep in mind aspects like dÃ©cor and lighting, both of which can drastically influence the overall tone and feel of the event space itself. Having the flexibility to customize your event experience is often a vital component. Most venues will be able to share pictures of past events so you can better understand what your event might look like.
A convenient location means different things for different events. For an event with attendees within a limited geographic range, an event venue within a reasonable distance from most attendeesâ€™ homes or places of work may make sense. Taking a little bit of time to consider your attendees logistical planning will help improve your attendance rates. And of course, make sure attendees have clear directions.
How you choose to decorate is one of the best ways to customize your venue space, as well as convey your eventâ€™s theme and tone to your audience. It also gives you additional opportunities to deepen your attendeesâ€™ engagement with your event – people will always remember how you made them feel!
4. Services and Amenities
Itâ€™s important to consider the services and amenities that a venue offers. For example, how is the venueâ€™s management team? Are they easy to deal with, do they get back to you on time?
Similarly, what facilities and amenities are available?Â Some venues have in house audio-visual equipment for you to use whilst others will require you to engage an AV supplier. Do they have staging, seating, tables etc. If some of these are provided, they can potentially save you cost.
Equally important, be sure to ask about the venueâ€™s WiFi availability.
And whist not essential, you also might want to check to see if they have a production office (complete with printer) for any last-minute work that you may need to finish before the event begins.
A venue with ample parking space is what dreams are made of in Dubai. If thatâ€™s not the case, is there a parking lot close by or can you use a valet parking service?
Last but not least, budget. Unfortunately, the sky is typically never the limit when it comes to budget. Before you start shopping around for an event venue for your soirÃ©e, make a detailed list of all possible venue-related expenses. This should include things like facility costs, food and beverage expenses, equipment rentals, staffing needs, office services, payment options and more. You also ought to inquire and see what they might be able to include for free, or at a discounted cost as a part of a package.
It never hurts to ask!
Ian Carless | Partner – Warehouse Four
For Warehouse Four bookings, please visit www.warehousefour.com/bookings