Location, location, location. Carrying the load of engineering a successful event, comes with hard work and finding a suitable location is one of the most significant elements to consider before starting off any event- the venue you choose for your meeting or program will determine the outcome of people and the success of the event. The ideal way to ensure your event will sell-out with a high attendance number is to host it at a convenient venue that can easily be reached by the attendees. An easy, accessible venue that is nearby to highways, bus station and local surroundings will be much more preferable. You have to keep in mind the distance that your guest will be coming from.
#1. The venue should be compatible
Your selected venue for the event has to give out a very good impression. Choose an environment that aligns with your event theme and represents the brand of the company in a good manner. A meeting vicinity should be of a professional and amicable location. To help in choosing a suitable place for your event, think about the seating capacity, the lighting system, how can the sound be amplified in the room, sitting arrangements for guest and not forgetting ease of access to restrooms, cafés and lounge.
#2. Do a proper on-site inspection
Venues with reliable management will be able to provide a tour of the place before the date of the event and answer any pending questions you might have. Grab the chance to do a personal inspection of the site- check the lighting, sound system, equipment, Wi-Fi connection etc. You should be well satisfied before going ahead with your selection. Do not hesitate or try to postpone an on-site review or less you run a grave risk of being disappointed. Making any last min changes is bound to cost extra.
#3. Expenditure for event spending
Each company or firm will have their own price for their venue and the services that comes with it. Inquire from them a details with regards to the price in order to budget yourself. If there are any extra offers or fees that you’ll have to pay for, ask them for the pricing list, to get your total overall expenses calculated. Price everything out accordingly, even the little cost of things you’ll have to pay for, i.e. event permits, insurance, etc.
#4. Amenities to be used at the location
Usually, the huge difference between normal meetings that end up being futile and successful meetings, is the lack of amenities on-site. Locations that have basic needs provided to the guests will be rendered as a comfortable place. Such things should include catering and food services, lounges to use during break sessions, an open space to walk around in, fast internet connection, etc. The guest should be comfortable and entertained at the same time.
#5. Availability of food services
The provision of catering services is a must for any event or meeting, whether be it snacks or just an ordinary meal; provide your guests with enough foods and drinks to keep them satisfied and happy. Have a variety of food and an open menu they can choose from. While munching away on their snacks, they can be interactive with other guests.