Event Planning Blueprint

The success of an event not only depends on all the steps you take to organize it, but also on the choice of the venue. The ideal venue should have ample space for participants without being too big, and you should be able match the venue to the gravity of the event, ensuring it is the perfect fit.

Finding the right venues takes a little effort and time, but once you have the venues the problem of managing all the details related to each and every venue come to the fore. You can use events management software to get everything into place.

Ideal Event Venue

Here are some tips how you can select the perfect venue for your upcoming event.

Fix a Budget

Before you embark on your quest to find the ideal venue, it is important to have a budget in place. This will ensure that you work within those limits. There is nothing worse than finding a venue and then realizing that it is too expensive for your event.

The Target Audience

When it comes to deciding the location of the venue, you need to think about the target audience. If you are organizing a corporate event then the venue should be located at a spot that is easy to reach, so that participants can reach it quickly and easily. Choosing a venue also depends on several factors, like the target audience’s age group, profile of attendees and the type of event.

Purpose of the Event

The purpose of the event speaks volumes about the venue that you have to rent. Theme of the event and the decorations that are required will be based on the type of event that is being hosted. There are several minute details that are involved and some crop up at the eleventh hour. It is impossible to remember smaller details during the last minute. Good venue management software will help you remember the details and send out reminders aptly.

A Sensible Venue

Choose a sensible venue for the event. For example, too many steps, stairs and pillars can be hazardous for your guests. Also, if there are conferences and speeches held then pillars come in the way of viewing. An empty hall could be modified to suit anybody’s needs. Visit the venue and use your judicious ability to see if the venue would suit the event.

Finer Aspects of the Event

There are several other factors that go into creating a successful event. For example, acoustics play a vital role and they need to be of good quality. The venue you choose should be well aired in order to produce a good sound quality. The speakers should not be too loud or too low. If the event includes music then you should be even more mindful about the genre of music that you are selecting. It should really suit the taste of the targeted crowd.

These days everyone is constantly using social media websites and emails on their gadgets. You should make sure that the venue you choose is up to date with technology. The venue should be able to offer an open Wi-Fi connectivity to meet with the guest needs. However, such arrangements may often overshoot the budget so be prepared in advance when you put in a proposal.

The amenities provided at the event should cover the end to end needs of the attending guests. Food and facilities should be strategically arranged. These amenities should be an attraction and not a distraction. Make sure the right things are catered at the right time. Water should always be accessible, food courts should not be crowded and there should be adequate parking facility.

Don’t Forget: Plan for Unforeseen Circumstances

Make sure you are prepared for the unforeseen circumstances. In most events, weather plays a spoilt sport. If the event is being held in an open venue, you need to be prepared for rain or snow, depending on the season. When you are placing a budget proposal for the venue, give all these details. This way you will be able to arrive at a realistic budget. Your proposal should always include the costs for backup too.

These are some of the factors you should keep in mind when scouting for a venue for your event. Also, use your venue booking software to make many organizational issues easy and convenient.

Photo Credit: Andrés Nieto Porras