You have been asked to look for a venue for a conference that your organization is planning to hold. The guests will need to be accommodated at the venue or not too far from it.
That’s your brief! Now, where do you start?
To settle on the most ideal venue, the first thing you need to do will be to ask the right questions.
The success of any event hinges greatly on the venue choice.
There are many things that can make an event an obvious disaster. The following tips can however make the difference between a great event and a disastrous one.
1. The guest list
The first question you need to ask is who will be attending and where will they be coming from? You will also need to know how many guests will be attending your event. Once you get the right answers, compile a list of possible restaurants that have the capacity to accommodate all your guests.
2. Catering to your guests
The ideal venue should leave all your guests satisfied. You will need to know the tastes of your targeted audience, income levels, what they like and don’t like; are they CEOs or middle level managers, etc.
3. Location of the venue
You will need to consider where most of your guests will be coming from and choose a location that’s within that catchment. If you decide to settle for a venue that’s far removed from where most of the target audience is, then you may have to provide appropriate transportation to and from the venue.
4. Weather considerations
A venue that’s ideal during the sunny season may completely be out of question in the wet season. Make sure that the venue you settle on is all-weather venue. It should be easily accessible both during the wet and dry seasons. You may have to provide umbrellas in a rainy season; and perhaps you might need the restaurant to serve hot drinks regularly to keep the guests warm.
5. Experience with similar events
Although that brand new hotel may offer you the lowest rates, consider settling for a venue that has been used before for a more or less similar event. Have they held similar events in the past? You will need to be fully convinced that they have the capacity to give your guests a quality, memorable service.
6. Does restaurant provide other value-addition services?
You would also want to know if the venue comes with good security, ample secure parking, catering, floral arrangements, sound-proof rooms, an in-house sound system, audio visual equipment, first-aid kits, etc.
7. The cost
Although price consideration is the last item on your checklist, you would want to stick to your budget. It does not help to waste time looking at restaurants you can’t afford. Determine your budget and stay within it. Your goal would be to get the best venue at the lowest rate you can get.