Organizing an event implies confronting many decisions. Thus, choosing a venue, catering and assuring pleasant experiences, definitely sounds intimidating. The earlier the better, beginning to search based on your budget, space requirement and estimated event size is ideal. Booking before 4-6 months gives you enough planning time.
Putting all these together, finding the right venue for your event or meeting may be daunting and also time-consuming. Here are six tips to focus your decision-making in venue choosing.
This is the key factor in choosing a venue for the meeting. The location you choose should be based on your attendees’ convenience and should facilitate free parking or easy transport links. However, the dedicated meeting venues stay focused to meet your needs and also consider outdoor space.
Researching is inevitable, yet before initiating your research, arrive at a budget so that you can keep that at the line and avoid getting tempted to expensive venues. Take care that you also do not consider very cheap venues as it may require compromising on services or you will be hit with hidden costs later while settling the bill. Choose a venue with great facilities, good value, service and food. Read testimonial of customers and without fail check the credentials. If the venue has acquired industry awards recently, it indicates quality venue.
3. Services and Facilities
Good venues provide great services and facilities as their regular norm. You can also expect benefits as an integral part of a package including meeting equipments, syndicate and meeting rooms, stationary, technological support, creative toolkits for the meeting and refreshments. Your delegates may also require accommodation if they are coming from distance, so check if your venue can provide accommodation.
Ascertain the event venue meets your needs. An intimate venue is required for smaller meetings so that it suits your needs. However, if your event is large, consider a venue featuring breakout rooms, ample meeting space, accommodation, restaurants, leisure facilities and outside space.
5. Response Times
On narrowing down your event venue, consider the response time taken by the sales team of the venue to contact you. This will give you an indication of their service. Also consider a visit before booking the venue. There is a need to check in person about the location and the requirements before giving a shot.
6. Site visits
On visiting a site, consider these things:
· The welcome from reception you receive and ensure all your delegates will receive typical response.
· Check if the venue is well-kept, tidy and clean.
· Car parking facility availability, is it free or if it is full.
· The behavior of the staff is very important, see if they are welcoming, warm and friendly.
· Is there enough space outside so that it can be used during the break-our sessions.
· Does the conference and training facility fulfill your needs and are there essential equipments.
· Can you eat there and are you allowed to sample food, meet chef and discuss menu choices before booking.