Not everyone is a skilled event or meeting planner, for those that have either elected (or been selected) to plan a large or small scale event, there are a lot of choices out there. Read on to find out what successful event and meeting planners consider when selecting a venue.
What kind of event is it?
This is the place to start. The needs for large corporate events is obviously quite different than those of weddings or social events. Many venues cater to both, but stop to consider the type of environment that you are hoping to create. I’ve planned weddings in spaces that were geared more for the corporate crowd, and it can be quite challenging to create the kind of romantic ambiance that most couples desire for their wedding. Meetings also have different needs than weddings, so while a venue may be a beautiful setting, it’s important to know if an event venue will be able to provide you with what you need to have a successful event.
Location, Location, Location
This is an important consideration for a number of reasons. Take into account the accessibility of the event venue in relation to where the attendees are coming from. Business meetings held off site of the hotel will require some form of ground transportation, perhaps on a very large scale. Ground transportation companies work with event planners daily providing them with group transportation, and there are many options to work with, but definitely something to keep in mind while making this choice.
Many venues have onsite catering, which is a very convenient feature, however, I’ve worked with a number of venues that don’t provide it as well. Regardless of whether or not you are using onsite or off, generally whoever is providing the catering will be the one providing the service staff as well. Generally venues have preferred vendors that they will be happy to put you in touch with if you are not familiar with any caterers.
Inside or Outside?
If you are in charge of planning a social event, outdoor spaces weather permitting, can create amazing events. Some things to remember when making this choice.
- Guest Attire – Women in heels walking around in grass will make for some crabby women
- Regional Weather – If you have some sketchy weather that changes at the drop of a hat, have a back up plan inside should you need it.
- Vendor Access – Bear in mind what vendor you will be using and how they will get what they need to your event
- Wireless Internet/Electricity – Make sure your event venue can accommodate these needs.
- Handicapped Guests – Think about any guests you may have and mobility issues concerning stairs, remote locations or wheelchairs on uneven surfaces.
These are just a few of the many considerations you will be making while planning your event. Employing a little out of the box thinking will go a long way in making sure that you are thinking like an event planner and all of your bases are covered with the right event venue.