Checklist to Choosing Your Event Venue
Part of the reasons event planners find it so tough to secure the event venue that is right is simply because they are not aware of the right questions to ask. For optimum results, follow this checklist.
Who is your target audience and what’s the guest list dimensions?
Know how many people that you’ll invite are going to attend your event.before coming up with a short-list of event venues to look. You will need to make sure that your venue can accommodate your guest list and is acceptable for the audience.
Use a hotel partition or a partition, in case your event venue is too large for your event.
If Your event is by invitation only, ask that your attendees RSVP by clearly printing on their invitation you should bear in mind that lots of people do not respond so that you might need to follow up with a telephone call. RSVP is a French acronym which suggests ‘please react’.
Know about how to cater to your target audience
Knowing the demographics of your audience is extremely important as it will affect your choice of the event venue. As an example, know what they are accustomed to, their average income, what their likes or dislikes are etc. If your crowd is a bunch of CEOs, your site should reflect their preferences and needs.
What’s acceptable for your guests?
Settling for an event venue place that is close to your guests’ residence or work place frequently is a reflection on the number that are expected to attend. Something to consider is transportation and alcohol intake. You do not want your visitors to drink and drive so it’s wise to offer transportation choices available upon completion of the event so that each one of them get home safely or guarantee taxis available when they leave the venue.
Keep your eyes on the weather and adapt your needs accordingly. For example, Have umbrellas or tents meant for an outdoor event, if it’s supposed to rain and you’re the one coordinating the event.
Venue expertise and knowledge
Inquire from them a list of events they’ve planned, before you choose to hire a venue for the event, ask to see images of those events so you can observe the variety of layout options, and request references. You may choose to talk as well to some of the employees to determine what experience they have and how accommodating and friendly they are. If necessary, find the ratio of servers to guests, and whether or not they are willing to work over-time.
You’ll also need to know what the event venue will help you with and what you have to prepare for, that is decorating, set-up or tear-down. The more behind-the-scenes logistics you have, the better.
Walk around outside the venue and check for potential noise issues, is decorating demanded past the venue, possible dangers and drop-off or parking variables for limousines, buses, or taxis.