Finding the Perfect Venue for Your Event
Have you ever been to an event where you were literally trapped in your seat because of overcrowded tables? How about attending a workshop or seminar where the room was located next to a noisy kitchen or busy loading dock? Don’t underestimate the importance of the right environment for your event.
While most venues have planners to help you, here are some tips to set the perfect stage for your next successful event.
Plan a site visit. It is not enough to view a floor plan in a brochure or on a website. You need to assess the room, its lighting, the space surrounding your event, and the proximity to amenities like restrooms, business center, and hotel rooms.
Insist on dedicated space. Make sure the space you reserve is dedicated and not shared with other meetings. Nothing ruins a tasty continental breakfast like having a gorgeous hot buffet for someone else’s event displayed in the hallway right outside your door. This confuses your attendees and leaves them hungry. It can also upset a meal sponsor by making them look frugal.
State your needs. Consider the layout of the room. Go beyond the room size and seating chart. Think about the location of the podium, a raised stage, sound, lighting, and a laptop. Where will the speaker put their notes? Consider where additional items such as an awards display, DJ, or bar will be located relative to traffic. Don’t be afraid to ask if a plant can be moved or if furniture from a common area can be borrowed.
Indoor/Outdoor. Have a backup plan for outdoor events. Work with the venue to reserve alternate space if a sudden rain or snow storm breaks out. If the weather may clear up, set a specific cutoff time for making the decision on indoor/outdoor and stick to it. It is more important to have everything ready when the event starts. Don’t make your guest watch the staff set up because you waited too long to decide.
Maintenance on call. Find out the hours for maintenance and AV staff and have their contact information at the ready. If there is a problem, let your guests know that it is being attended to and ask for their patience. Monitor the room temperature, sound, and lighting and work with the venue staff to address it promptly so that your attendees can focus on the event and not the environment
Just Ask. Finally, if the day of the event you realize that you have forgotten something, don’t panic. Just ask. Most venues can accommodate reasonable last minute requests and will let you know if there is a problem or an upcharge involved.