Over the years I have developed a few key partnerships with venues with whom I have good relationships, and with whom I have worked with well in the past.
Things to keep in mind when looking for your ideal venue are:
– How many people are you expecting?
– What type of people are you expecting – international businessmen will possibly require a very different venue from what primary school teachers would require. The people who will be attending your event will affect what type of venue you choose.
– What sort of room set-up will be required? A cinema or a schoolroom?
– Are you providing food for everyone, or are they to buy their own?
– What is the agenda for the event?
– What is the budget?
I suggest doing some research on the internet before you start phoning. Most venues list their room capacities on their websites and have an extensive gallery of pictures to give you an idea of what the venue/s looks like.
Keep the purpose in mind throughout. For example, wedding venues and business venues are different – the beautiful rambling lawns and French windows of a picturesque old world stone manor house may not set quite the right tone for a Business Summit.
Also keep in mind the travelling time and distance from the airport and main public transport stations, for business events where attendees from out of town are expected. It would serve you well to be in an easily accessible central area near public transport and with a range of hotels across various price ranges in the immediate vicinity. When picking hotels, also consider whether there is enough, safe parking on site – or will people be parking in the street? Will their vehicles be safe?
The client budget is possibly one of the biggest considerations you will have to manage. Most non-event related people have no idea of the costs involved in organising events – from the venue hire through to audiovisual equipment, food, staff and more – and may well be shocked with the costs you come back to them with. Therefore, shopping around, negotiating and getting the best venue for your budget will stand you in good stead for preparing your budget.
As long as the venue is clean, neat and tidy and has a roof on it, you should be okay, but always be constantly aware of areas where things might go wrong, like audiovisual equipment not working properly or dismal food. After all, it’s your neck (and reputation) on the line if the overall impression of the event doesn’t impress.
Do your homework, and shop around – see what your options are. My best advice would be to do an actual site inspection once you have selected your top three venues, this way you won’t get any nasty surprises like a huge pillar in the middle of the room that seriously affects visibility, when you arrive to set up.
