The importance of a venue is often overlooked in favor of other elements, such as the food and catering, or the content of the event. Given those mentioned are vital parts of your success, it’s also known that the location of your venue (read more) can determine a favorable view of your company. Before they get to know the full experience of your event, and before they get a taste of your catering services, they are introduced to the venue which builds their first impression.
Therefore, as the company owner, you have the responsibility to make sure your guests will have an informative, enjoyable experience with your event, and it all starts with your event coordinator and the first step: choosing where it will all come into reality. Read on for some helpful tips in choosing your venue.
1. Know The Cost And Your Budget
The last thing you want to do is overspend and go beyond the budget you set for yourself and the event. Not only is not knowing your budget extremely anti-cost-effective but tackling the cost of a venue without a price range is just setting yourself up for the loss. First and foremost, write up your calculations and estimate for this particular element, and find venues that fall into said category. Of course, you should also take into consideration the quality of the venue.
Some companies can give you a quote and talk about the perks and rules about renting their space. For instance, like many conference venues in Hobart – Wrest Point can accommodate different needs and budgets. When looking for the perfect place to book, however, it’s not just important to look at prices, you also have to consider the facilities, modern technology, and most importantly, catering services that the hotel or business can provide.
Other tips and tricks to get cheaper reservations would be the date you decide for your event. Some conference venues charge more expensive fees during Friday nights, and some have exorbitant prices the earlier you book your event. It pays off to think ahead when planning for your conference, as the farther away you book your reservation the more money you can save.
2. Overall Atmosphere
Let’s say you already found a suitable venue that offers quality service and is spacious enough to apply social distancing. It also offers catering and freebies on the side. However, the atmosphere is off; it doesn’t match that of your event. It’s difficult to pick a venue, especially if you’re sensitive to how the place aligns with the theme of your event.
Modifying and doing customized touches would add to your already set-on-stone budget, so it is wiser to choose one that already caters to the atmosphere. If a luxurious atmosphere is what you’re looking for, then a high-end hotel function room is the way to go. If it’s an educational conference or training, then somewhere quiet, with fewer distractions is ideal.
3. Size And Body Capacity
No matter how spacious a building is, there’s always a capacity to it, especially when there’s a limit to how many people you can allow due to the pandemic. You also need to consider the guests are settled at least 6 meters away from each other to fulfill the required policies. As the head of the planning committee or the owner of the company, you’re directly responsible for the people attending the event or training, as well as the staff.
Before, it would have been a big issue if seating arrangements are too tightly packed or too separated from each other. Today, you won’t see a gathering that lets strangers mingle without putting a satisfactory distance (link: https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/considerations-for-events-gatherings.html) from between them. COVID may have complicated things, but it still stands that proper seating arrangement according to the physical size and capacity should be foreseen.
4. WiFi Access
There isn’t a public establishment these days that doesn’t have a WiFi connection. In this day and age of modern technology, it’s only natural to have WiFi access for customers to use, and that applies to a conference room as well. If you don’t have this particular service, your company will be considered odd beyond words. Internet access has been part of the lives of many people around, especially Millenials and Generation Z.
That’s why it’s important to get a conference room that already offers this service. You don’t need to worry about that bit, and the impression of your company or event will raise significantly. If it’s a conference, a lot of millennials and Generation Z will attend and would have required you to get WiFi access if you haven’t already.
5. Parking Space
You might easily overlook this, but considering the parking space is a very important move on your part as hosts. Many customers aren’t keen on leaving their car for the whole day and pay a fee, so your conference location must have a parking space of its own. Some companies even offer valet services during some events and conferences.
6. Sound System
Another important thing you need to check is the quality of sound and the functionality of the sound system. If you have your own, even better, but some companies offer their microphone, speakers, and other sound systems ready to be used. Either way, make sure the sound reaches even the back of the audience without sounding too loud. Loud noises often turn many guests off, while sounds that are too faint can lull them to sleep.
The way the location is built can also play a big part in acoustics. If the ceilings are too low, it may amplify the sound. If the conference is too large and spacious, you’ll create echoes around the venue. If the walls aren’t properly sound-proofed, outside sounds can easily leak inside the venue and distract the guests.
7. Geographical Location
Lastly, you should think about where your venue is located. Great catering and impeccable acoustic can impress your guests, but if your location is somewhere remote where cars have a hard time passing through or public transportation doesn’t reach, there won’t be guests to impress in the first place. The ones who will arrive are those who want to listen to the content of your event, which will nothing more than a handful of people.