When organizing an event, you have so many things to decide on such as the date of the event, the catering options, and the number of participants who will join. It can be intimidating especially if it is your first time to organize any kind of formal or business event. Remember that the venue will either make or break your event. It will have the biggest significance on your event, in terms of budget and other considerations.
Most of the time, the space you select will determine other critical factors like the date and participant size and even set the tone for the entire event. Here are some of the most important things that you need to remember if you are looking for the best venue for your event, seminar, conference, or business meeting.
The bottom line should be one of your biggest considerations when choosing a venue. Even when you have found the perfect venue, it can sometimes be worth it to try asking if the hotel can offer special discounts, especially if you are planning to book several times throughout the year. Often, being flexible on the date will allow you to score a better rate, since some days and months will cost less. Never be afraid to negotiate a lower price.
Capacity and Minimums
Make sure that you know the capacity of the venue since you need to ensure the comfort of your participants and guests. Furthermore, the hotel also has to observe fire and safety codes and regulations. If the venue includes catering, find out what the minimum spending amount is for the food and beverages. Make sure that this amount is in line with what you have spent in previous events.
Location and Parking
Always take the location of the venue into consideration. How far is the venue and is it within the area where your guests will be coming from? Make sure that the venue also has adequate parking. Other considerations include handicap parking, free permits to staff and guests, valet services, and additional parking spot near the area in case the spots within the venue are not enough.