Hosting an event for your business is an exciting project, though it does come with its challenges. One of the biggest of these challenges is locating a quality venue that meets all of your needs. Here are five tips for finding the perfect venue for your upcoming business event.
The earlier you start planning your business event, the better your chances are of finding the venue you want. Begin your search at least three months before the date of your event, though you should aim to start five or six months ahead of time if you can. Finding a venue early can also provide savings on rental fees.
The staff at a venue can have a big impact on your event. Only choose a venue with a dedicated team of people who have experience in the event industry. The staff at a venue can either be your best asset or your biggest challenge when it comes to planning your event, so be sure of their level of professionalism before you commit to anything.
Know Your Attendees
If you don’t have an understanding of the specific needs and desires of your attendees, your event won’t appeal to them. For example, if your event will be attended primarily by people who are traveling to your area by airplane, consider an event location near the airport to make transportation easy on them. Take some time to think about specific features you can add to your event to keep them interested in sticking around for longer, as well as any local attractions they may want to see either during breaks in your event or after it’s over.
If attendees will be driving their vehicles to your event, be sure there’s plenty of parking available. Event parking is something many people consider to be a hassle, so the fact that you’ve taken the steps to ensure a comfortable parking situation is something your attendees will greatly appreciate. Parking access is one of the first items to discuss while touring any event space.
An Efficient Floor Plan
Having a detailed floor plan for your event is a must. Forming a floor plan is really only possible if you’ve checked out a venue in-person, as you’ll be able to visualize the flow of foot traffic and imagine where demonstrations, activities, refreshments, seating areas, etc. will be. Design your event’s floor plan with efficient movement between your event’s most important attractions in mind. You do not want your event to feel either overcrowded or too spread out.
Be sure to remember these things as you look around for event venues. When you’re able to keep your attendee’s interests in mind, start searching for a venue early and know what you’re looking for as you check out prospective locations, your event will be a success.