Choosing a venue is the one decision that will have the largest impact on your event. From the number of delegates, location and accessibility through to the do’s and don’ts of what you can and can’t do whilst you’re there. We’ve set out a few things to consider; a miniature checklist if you wish, on how to make a decision, what to consider.
Before making a start to any search, you need to have nailed down the following three things:
- Budget
- Size of event (number of attendees and exhibitors)
- Space requirements
These might seem like really simple suggestions, but it’s integral that the basics are checked!
Location
Transport links and the demographic of your attendees will definitely play a major role with this one. Depending on your event type and industry, you may want to book somewhere that is within walking distance from train or tube stations. Or, if your event objective is to book somewhere off the beaten track, booking a venue that has good signage to get there might be a good idea (we don’t want attendees getting lost in the sticks!)
Capacity and minimum numbers
You’ll need to know the room capacity of the venue for a number of reasons firstly, nobody likes an event to look empty, or to be so crowded that attendees come away without meeting their objectives. And secondly, fire and safety codes – say no more, we ALL know the importance of these!
Walk the building
This is probably one of the most important tips any Event Prof will swear by!
Before selecting a venue, always, always, visit the site and walk through the attendee user journey. Are you having break-out sessions? Is it clearly signposted where to find amenities such as toilets, reception or where lunch will be served? Do the building’s features fit with your aims and ambitions of the event?
The food and drink
Let’s face it, everyone remembers when they have great food at an event. It’s the first thing attendees will comment on! So ALWAYS do a tasting session to make sure that you’re offering top-notch grub and a selection that is favourable to many.
What do YOU think?
We’re putting together a full checklist, what would you suggest to another Event Prof? Write your suggestions in the comments section below ↓↓↓
Places to search for a venue
Finding the right venue can take some time, but there are lots of helpful places and events that can help:
- Use a venue finding agency to find out about venues that best suit your needs
- Attend a CHS Independent venue roadshow or CHS Leeds to meet some fantastic venues in person to get to grips with what is available on the market
There’s a lot to consider when choosing a venue, but by doing the research you’ll find the perfect space for your event.