Because they don't know the right questions to ask, one of the reasons event planners find it so hard to secure the right event venue is. For ideal outcomes, follow this list.
1. Who is your target audience and what is the guest checklist size?
Before developing a short-list of event venues to check out, know who will certainly attend your event and the number of individuals you'll invite. You'll intend to make sure that your location can suit your anticipated guest listing and also is suitable for the target market
If your event venue is as well large for your event, use a resort partition or an attractive partition (as seen in the picture) to recreate the room size.
If your event is by invite just, demand that your attendees RSVP by plainly publishing it on the invitation, however be aware that many people do not react so you may need to follow up with a phone call. RSVP is a French acronym that indicates 'please react'.
2. Know exactly how to deal with your target market.
Knowing the demographics of your audience is crucial to the selection of your event venue. Know the average income of your attendees, what their likes or dislikes are, what they are accustomed to, etc. Then your venue should reflect their needs and tastes, if your audience is a group of CEOs.
3. What is convenient for your visitors?
Picking an event place place in distance to where your visitors' online or work typically assesses the number of people that will attend. Something to consider is alcohol consumption and transport. You do not desire participants to consume alcohol as well as drive so have complimentary transportation choices available after the event so they can get home safely or make certain taxis prepare when individuals leave the place.
4. Weather condition
Watch on the weather condition as well as adjust your needs accordingly. If you're organizing an event and it's supposed to rain then have umbrellas on-hand or tents available for outdoor events.
5. Place expertise and also experience
Prior to you choose to employ a venue for your event, ask them for a checklist of occasions they have actually planned, ask to see pictures of those events so you can see the different format options, and request references. You might intend to talk with several of the team too so you know what knowledge they have as well as exactly how suiting and also friendly they are. Discover the proportion of servers to visitors, what they'll put on throughout your event, and also whether or not they can or will work over-time if needed.
You'll also want to know what the event place will certainly care for and also what you need to plan for, i.e. designing, set up, tear-down. The more behind-the-scenes info you have, the better!
Walk around the outside of the venue, too, and check for possible noise issues, where neighbors are located, is decorating required outside the location, feasible dangers, where the fire escape lie, and also parking or drop-off points for limousines, buses, or taxis.
6. What other services do the venue provide?
Before hiring a venue get a checklist of various other solutions they supply, like:
- Auto parking. Do they have their very own auto parking center or exists area close by that can be utilized? Can you bargain a much better price for your event?
- Safety and security. Depending upon the type and size of your event, you may need to work with security. For huge range events where the City/Township is associated with preparing then you're typically needed to have authorities, fireman and/or paramedics on-hand. Additionally see to it the place has fire extinguishers, functioning emergency alarm, first-aid packages, and also power back-up. Know where the fire escape have an emergency and are plan in place. Because you may need to rent two-way radios to communicate with your staff, don't overlook cell phone reception.
- Restrictions. Venues often have unstated restrictions that include, but not limited to, decorating (inquire about posting on walls), photography/videographer, alcohol sales, bringing in outside food like cakes, and bringing in outside caterers.
- Additional Services to consider. Many venues provides additional services like catering, floral arrangements, audio-visual services, staging and lighting, decor for event production, ticketing, transportation, and sight seeing tours for the guests.
7. What are the venue fees?
Prior to choosing your venue, ask for a list of items the fee covers. Based on this checklist, you'll want to know:
- What is the event venue fee and are taxes included? Negotiate the fee so you get the best rate available.
- What else is included in the venue fee? Dance floor, tables, chairs, linens, security, parking, and liability coverage, what is the corkage fee and is the liquor license up-to-date and valid?
- What is not included in the venue fee?
- What is the price range for a served meal or buffet, and cost per person?
- If hotel rooms are required, what is the cost per night?
- What are the bartending and bar set up fees?
- What forms of Eden Event Venue payments are available and what is the payment schedule? What is the refund and cancellation policy?
Insider Tip: Narrow your event venue search, then prior to the event use the venue as a guest to evaluate the property, staff, and operations.
Do you have other tips to share, please use the comment box below to share your tips with us.
Knowing the demographics of your audience is vital to the selection of your event venue. Selecting an event venue location in proximity to where your guests' live or work often reflects on the number of people that will attend. You don't want attendees to drink and drive so have free transportation options available after the event so they can get home safely or ensure taxis are ready when people leave the venue.
Before you decide to hire a venue for your event, ask them for a list of events they've planned, ask to see pictures of those events so you can see the various layout options, and ask for references. Find out the ratio of servers to guests, what they'll wear during your event, and whether or not they can or will work over-time if needed.