What do you do? If it is a venue you have never used before you may want to ask the opinion of other companies that have held meetings and conferences there to find out what their experience was like. While two competing venues may seem to be comparable on paper, touring them yourself will make it much easier to choose something you feel comfortable planning around. It is necessary to ask many questions about what sort of venue is needed. The majority of good conference/meeting venues will have high quality AV equipment and choose somewhere that offers Wi-Fi as there’s no doubt many of your attendees will want to use their laptops, tablets and smart phones. Will people attend? How to Manage an Event. While the type of event will certainly inform the venue choice, one of the largest limiting factors for event space is its capacity. When you approach a venue to get pricing, discuss the details of the event and the activities you expect to provide to get a clear picture of all possible costs and fees. Start researching venues as early as possible. As a general recommendation, it is a good idea to allow public venues to be visible, while . The answers to these questions can help you decide whether you should select a venue that’s close to lodgings or dining establishments. Here are the main points you’ll need to focus on in order to make your gathering a success. Quick — you’re about to organize a huge shindig or professional gathering, but you haven’t found a location to hold the event! True, some of your attendees will be considerate enough not to blame you and your organization for the patchy wallpaper or shabby decor, but can you say the same for your international business partners? Organising an event can seem like an incredibly overwhelming task. There are speakers to hire, venues to rent, guests to invite, and food to supply. As our last hurrah for this academic year, we’re asked to organize a Christmas concert where all proceeds will go to the partner communities of the school. What do we want those coming to know/do/experience? Whether you need a meeting venue, corporate venue, private venue, or cheap event space, we round up some of the places you need to consider for events in NYC. Do we need an indoor or outdoor venue? Obviously the event budget is one of th… They offer inclusive packages that cover most requirements associated with events. You should also consider your audience. That is because you will continue with the important business matters as everything else will be handled. Whether it’s DJs, bartenders, event staff, venues, talent managers, design teams or anyone else our clients are looking for, we’ve got them all. Your guests are certain to become hungry and tired after a while, especially if they have to do a lot of walking or socializing. Here are just a few of the questions that should be considered. From gathering speakers to securing sponsors, your to-do list seems to be never-ending. Firstly you need to confirm the number of delegates expected to attend your event and then work out what the types of equipment will need in the room too. In conclusion, choose an event venue that promises to serve your guests with refreshments. Be certain to ask about special rate availabilities for repeat events and investigate whether you’d pay less during other timeframes. Professional planners. Don't forget to ask venue what they have done in the past, they are a great source of information and know what works well in their space. What audience capacity does the event require? So, how can you tell if your proposed location is suitable? If you will go as an event manager to a venue for inspection you will be shown the venue as an ideal venue for organizing your event. If you’ve been tasked with planning your company event, getting the venue right is crucial. If you can't handle all of the above on your own, you need to start your search for an event planner. Here’s our quick guide to the most popular seating arrangements, so you can make a confident choice next time you’re planning something special. We’ll go over each of these in detail later. Need help finding a venue? Accepting shelter design challenges from designers, landscape architects, and architects around the world, Litchfield Landscape Elements creates custom shelters, gazebos and pergolas specific to your outdoor needs. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. The events industry is booming, and the reason for this surge in opportunities for event marketers is simple: Americans love events. By using our site, you agree to our ... Clean up the venue when the event is over. A good event planner has established relationships and can help secure deals that you couldn’t as an individual. Most venues work on a contractual basis, and if you’re careless about the details, you may be confronted with additional expenses or unreasonable fees. Distinguishing Price Factors Though traditional event venues remain the most popular choice for event planners, you’re not limited to the hotel ballroom if your event theme calls for something a little more unusual. Facebook Events changes every day, and so do the best practices to promote an event on Facebook. For example, a corporate function venue should have a preferred list of suppliers for AV hire, entertainment, MCs, photographers and catering. Make sure the event venue is easily accessible. We have seen many event planners with less experience land big clients by having an amazing client proposal so do not let a lack of professional experience scare you. Use the measurements of the venue, along with the recommendations listed below, to help determine if your preferred seating allows for enough attendees. In most cases, the easiest way to get a good feel for what you’ll be able to do with the place is to check it out in person. How many tickets do you need to sell for your event to be profitable? "I smiled and thanked her for what I think was a compliment. Business Articles. If you are searching for a venue for an upcoming event in Chicago we have gathered 25 of the best options you need to explore. They collectively got venue owners to reply to event planners' d… A great way to start your venue selection process is to fully imagine the event in your mind. If you’re hosting an outdoor event, then rain, wind, and snow could get in the way. Choosing your venue and date for your event are two major considerations that will shape the rest of your project plan. So best way of inspecting a venue is to check-in there as an anonymous guest, stay there for 2-3 days and deliberately use all the services provided by the venue. Seeing the physical space and getting an overall feel for the venue can really help give you a clear idea about how your event can be run. Your email address will not be published. When combined with outdoor shelters or local resources, like nearby parks and entertainment, a minimalistic venue can become the scene of an unforgettable gathering. Before choosing a venue, make sure you’re happy with the all of the facilities, staff and customer feedback. An event planner can select the venue, recommend food and beverage options, source speakers and entertainment, be on-site for day-of production needs, and create the invitations. Buying refreshments and hiring a catering team can be costly. Leverage the power of Cvent's sourcing platform to source for all your venue needs. Once you have a good understanding of the following 3 things, you can begin your search for a venue: budget, estimated event size, and space requirements. 2. So how do you choose the perfect event date? Since then, her Spartanburg venue has hosted more than 350 weddings over more than a decade. Depending on your event, the weather might also affect your choice of themes. Your venue will take up a significant portion of your budget, but it can’t eat your whole budget. Once you’ve identified pertinent attendee needs, check on the amenities available at each potential location, but don’t limit yourself. Required fields are marked *. Is it something that people have been calling for, or an idea someone came up with? By taking each of these elements into consideration, you will be able to select the perfect event seating plan for your event. Ensure that you also mention any other relevant experience or training that you have if you do not have too many hands-on events under your belt. Ever wondered how common your birthday is? New York City is definitely the city that never sleeps. However, if there they knew that you settle, we've agreed to provide these refreshments you will be on the right track. Find your venue. It may be obvious, but before you fall in love with a venue, check that it is available on the dates and times you require and then check your own calendar for significant events around the time you are planning. Contact our free venue finding service today. keeping private venues (someone’s home, for example) visible to Meetup members only. Chez Arrow nous faisons régulièrement appel aux services de Select Venue pour la recherche de lieux de réception. The answers to these questions can help you decide whether you should select a venue that’s close to lodgings or dining establishments. Finally, remember that venue pricing isn’t just about space rental costs. Are service and taxes included? DOWNLOAD THE APW VENUE GUIDE SPREADSHEET. Choose a few date and time options for the event. Take down the banners, break down the tables, and grab everything you brought in. You know you’re in good hands if the service is outstanding, and your attendees are far more likely to enjoy the event. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. Receive bids in one centralized location for easy side-by-side comparison. Picking your date is one of the first steps in the event planning process. Firstly you need to confirm the number of delegates expected to attend your event and then work out what the types of equipment will need in the room too. Are Wi-Fi and audio visual equipment included or will there be an additional … Event health, safety and welfare: There are various methods that can be used to ensure your team’s and guest’s welfare at your event. Your Cost: Once you’ve done your initial online research and have a healthy list of places you’re interested in, we recommend going back to the venues you like the most and giving yourself a VERY rough sense of what this venue will cost you.Things to consider: What it will cost for your size and timing of the event (for example, will you … Start researching venues as early as possible. When your conference has off-site activities or multiple venues, try to cluster these sites as closely as possible. When you've found a conference centre you like, pay attention to how quickly the venue's sales team responds to your enquiry. This means there’ll be more opportunities to make the space your own and incorporate bespoke branding. While websites and reviews can help you narrow the choice down, they’ll never provide the same experience as seeing it first-hand. 58% will use search engines and 34% use online listings and marketplaces. Similarly, you should inspect critical fixtures, such as outlets and lighting. Successful event venues have a wide network of professionals that know and trust them. How long do we need the venue for, including setup and takedown? When combined with outdoor shelters or local resources, like nearby parks and entertainment, a minimalistic venue can become the scene of an unforgettable gathering. It is best to decide as soon as you can on the venue/area to use, the size of the event, its contents and the date and time it will happen. You want to leave the place as good as when you found it, especially if you paid for the venue and want to ever come back. With 36% of event planners spending most of their budget on the venue, choosing a event space becomes o ne of the most important and challenging aspect in the planning process. If you’re throwing a larger event, you’ll have to select the city you’re planning on hosting in. Take a deep breath and relax. If attendees will be based at one location for the event, select a venue that is close to an airport or public transportation for easy arrivals and departures. When you have done these things, you are free to search for and hire the food truck you like and which fits your budget the best. Temping agency (to make sure your event is fully staffed) hbspt.cta._relativeUrls=true;hbspt.cta.load(3274272, 'a7002ea8-f558-4479-919a-393ec6ff7d28', {}); Highgate House, Creaton, Northampton NN6 8NN  |  01604 731731  |  info@sundialgroup.com Registered in the UK no. Highgate House:01604 505505 View Location, Meetings & Events, 3432674, 6 Tips for Selecting the Right Venue for your Event, 4 Reasons Why Virtual Meetings Can't Compete With Face-To-Face Sessions, How To Avoid Working From Home Procrastination, Getting the best value from your virtual meetings, How Team Building Can Help You Find Balance, The Challenges and Solutions of Diary Management While Remote Working, Remote Working and Wellbeing: How to Find the Right Balance. Select venue hire options for restaurants, bars, event spaces, unique venues, and more - there is such a tantalising mix of venues to choose from, so get started now. Now you'll want to determine the budget you have for a planner and what they will be expected to do. Plan ahead as far as possible so you get a favorable reservation rate. Attendees never tire of NYC, but we highlight some more unusual options you might not be aware of, suitable for large and small events. Even if you’re dead set on a date, learning more about your options may help you gain more bargaining power and make a smarter choice for future events. Picking the perfect place for your private or corporate event is as easy as making a simple checklist and going through it. If the meeting or conference is an important one you may wish to visit the venue personally to get a first hand impression of the layout, suitability and, very importantly, the attitude of the management and staff. One of the strongest focus of technology providers over the past three years revolved around facilitating this exchange.Venue search engines popped up all over the place. Beyond food, sights, and sounds, you should look into the following: Transportation (to and from the venue for those staying in hotels) Wellness offerings (including fitness classes, dog adoption, crafts classes, etc.) This will give you ample time to source out and book a venue that best fits your needs. The event marketplace is crowded, so finding a time when there will be venue availability is important. If you’re unfamiliar with the area, for instance, find out about local dining, shopping and lodging options. Is your event going to span more than one day? Your guests are certain to become hungry and tired after a while, especially if they have to do a lot of walking or socializing. This way, you’ll be able to approach several issues at the same time. Here are a few tips to bring your new product launch event ideas to reality: 1. Throw in a specific event hashtag, and you’re golden. Selecting the Venue . The proposal should speak directly to the client needs that you observed during your meeting. Other important considerations include timing and overall duration. Ensuring the Location Can Support Your Schedule Create and send one eRFP to multiple venues at once. While these aren’t unmanageable problems during shorter gatherings, you may still prefer a venue that offers on-site accommodations. Such service convergence makes the bill bigger and the weight associated to the decision heavier. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. The room was buzzing with positive energy when I finished and we broke for lunch. 5. But when it comes down to it, one of the most crucial elements of any event boils right down to the food. It’s essential that the venue’s size and capacity is right; too small and you risk being overcrowded and uncomfortable, too big and your guests looks lost. Step 1: Analyse the event's need for a venue. The sooner you have an outline of these points, the sooner you can start organising! But, make sure you give yourself time. For larger events, a venue that can offer ample meeting space with breakout rooms, restaurants, accommodation, outside space and leisure facilities, will be better suited. How to Choose a Venue for Your Event, 4.0 out of 5 based on 2 ratings . At this point, you can choose to make the venue visible to anyone or visible to members of the Meetup exclusively. If the latter, it may pay to ring around a few people you would expect to attend and check on their interest. Exotic venues and beautiful decorations can quickly get expensive. Jeff Caldwell is Brand Manager of Litchfield Landscape Elements in Carrollton, GA. They may charge fees that could otherwise be avoided. Your venue must be able to accommodate lectures, speeches, dances, banquets or anything else you need to make the overall gathering enjoyable. Choosing a venue within walking distance of such conveniences can make it much easier to schedule multi-day events. A recent Eventbrite poll of adults aged 18+ revealed that people are attending more live events than ever before. Is there a set-up or break down fee? September 9th is the most popular birth date according to recent data reports. You should also take advantage of your inspections by comparing each venue’s listed amenities with what you actually see. It should have good transport links and plenty of parking, and if the event takes place over a few days, you may want to consider accommodation. 3. Consider your event budget when you choose the theme for your event. To simplify the process, split the objectives into categories. They are often more customisable. An event planner can select the venue, recommend food and beverage options, source speakers and entertainment, be on-site for day-of production needs, and create the invitations. Different venues may calculate room prices differently, room rental, cost per person and minimum spend are all common and can make a big difference to cost.Know exactly what’s included before signing the dotted line. One of the biggest considerations when choosing which venue to hire is the budget. Most event planners recommend to start looking for a site at least six months before your event. Ensuring the Location Can Support Your Schedule Overall rating – this is where you can ask a series of questions that will determine how the attendee found your event overall. Venue overview: This should cover information such as the contact/directional details, a floor plan and any specific access information. Private events will have a guest list to ensure the venue is not open to the public. A smart seating style sets the tone for your event and helps guests feel comfortable and relaxed. Good luck planning! Book an event venue. Start well in advance. This way each venue is given the same Event Brief allowing you to compare their proposals and the customer service you receive during this process. Choose the best venue for a truck; Determine where attendees can eat, etc. Check events taking place within the industry, seasonal events and ask potential attendees if the date will be suitable for them. 69% of event planners select venues based on word of mouth recommendations. Take a look at the technology available and ensure the venue can provide technical support on the day. If you’re looking to deliver a unique experience, consider exploring an unconventional venue like a parking lot or unique Airbnb. Whether it’s canapés, a three course meal or a drinks reception, make sure there is something to suit everyone’s tastes. For the best strategies to use Facebook to get your event in front of as many people as possible in 2019 and sell more tickets, check out 4 Facebook Events Updates Event Creators Need to Know in 2019. Vision boarding can be a worthwhile exercise to prevent wasting precious dollars and hours to find the right venue, decor, rentals, entertainment or other event aspects that may not be aligned. Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. If the menu is good, it will be one of the things your guests will be talking about long after the event has taken place. The Value of Close Inspection Select a seating layout. Do you need them to find a venue, organise catering, audio visual services, transportation, accommodation, staffing, hire speakers? Ask what is included in the venue fee. Choosing your venue and date for your event are two major considerations that will shape the rest of your project plan. There are a large number of private sector oganisations involved in commercial activities in the events management business. Date and time options for the right track, etc attend and check on interest... 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