Planning an event can be an arduous task for the uninitiated, and even veteran planners can have difficulties crafting an event if it has a lot of specific requirements. If you are planning one, you have to be a juggler of sorts – balancing tasks and responsibilities and trying to incorporate everything that should be included to make your event an absolute success. Along with everything else, one of your biggest tasks is choosing the venue.
The task of hunting for a venue can be exhaustive, and this is where time is of the essence. In addition, the venue you choose will often dictate other aspects, such as the number of guests or attendees, the entertainment, and even the menu. So how can you properly select the best venue for your event? Here’s how.
Do it first thing
As expert party planners in Oxfordshire like Oasis Events will tell you, one of the first things you should do is scour out venues in advance. Start scouring for venues as early as possible – about six months prior to your event. With this, you have enough time to sort through a good list of venues and find one that’s the right fit for your event.
Think of your audience/attendees
Your attendees should take centre-stage, and this is true whether you’re planning a conference, a trade show, a banquet, or any other event. The venue should meet your audience’s needs and expectations, so consider factors such as how accessible it is, not just in terms of its amenities and facilities but also in terms of how convenient it would be for your attendees to go to the site itself.
Speaking of accessibility, also think about parking – if the venue has on-site parking, this often seals the deal (as long as it suits your other requirements, of course). Think about traffic as well, as you don’t want your attendees to be late just because of a jam.
Do your search across several options
Since you’re doing your search early, you have time to shop around for the best venue and make sure it checks everything on your venue checklist. If you want, you can even expand your venue search and include locations that may be considered unconventional, like art galleries, museums, or libraries.
Determine the space’s relation to your event
Whilst there are plenty of venues available, you also have to ensure that your venue appropriately reflects your event’s theme. For example, if you are having a large conference, a convention centre would be a good option. But if you are having a fundraiser for a children’s hospital, it wouldn’t do to hold your event at a pub. In the same vein, you may want to be flexible with your choice, depending on your event’s scope. For example, if you would like to promote ample networking amongst the attendees, the last thing you would want is a small place that makes it almost impossible to mingle!
Figure out the logistics
If you are already checking out several venues, find out their offerings. This could include anything from AV equipment to the rental of chairs and other furniture, catering services, a DJ, and so on. For example, if you are holding your event at a hotel, they would often have an AV equipment provider, although other venues can give you more leeway when it comes to making your event more personalised.
