1. Arrangement
Even though choosing a location normally happens later in the planning phase, you should still have a basic concept of the kinds of activities you want to include, the amenities you’ll need, and the requirements of your participants and team.
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Get an illustrated floor diagram of each venue before you narrow down your options, and go through your top picks at least once, noting details like the locations of the AV equipment and outlets.
A few distinct areas of your event will be significantly impacted by the layout and floor plan:
Traffic Flow: Consider how people will be coming to and from your event. Which regions of the event will see a lot of traffic? Signing up? The doors of the auditorium? When selecting your location, bear this in mind as well as the fact that the way the tables and décor are arranged will have a significant impact on it.
Event Activities: You will need a stage or a space to set up a leased stage if you want to have keynote speakers at your event. Is a demo area required? Will a bar be present?
Please feel free to submit the venue into Whova’s floormap tool once you’ve determined that its layout and floor plan best meet the requirements of your event! It’s a fantastic tool that makes it easier for guests to navigate the numerous activities you have to offer by letting them know where everything is located at your event.
2. Comfort and Availability
Examine the current décor of the location you have selected. The mood of your event will be largely influenced by the venue’s appearance. Take note of the interior design’s statement and the building’s architectural style. The criteria for organizing a gala will be different from those for an exhibition. If the desired tone of your event—such as elegant or high-tech—doesn’t match the mood of the location, you may need to spend extra on decorations to make up for it.
Additionally, accessibility is quite important for an event. It guarantees that everyone in attendance, including those with special needs, may make full use of the facility and all of its features. Recognize your guests’ needs in order to address this. You may be aware of whether children will be present, but you may not be aware of any additional special requirements. Examining previous events that your team has planned might provide light on this.
Allow the ambience of the location to inform your event’s design. Take into account everyone’s accessibility, especially those with special needs. You can predict future requirements and adjust your plans by evaluating previous occurrences.
3. Coverage
A well-known website for the event sector, BizBash, claims that certain venues won’t even work with you if you don’t have insurance.
The president of Hallquist Insurance Agency, Amy Hallquist-Hamric, concurs with BizBash:
According to Hallquist, “a number of venues require a certain amount of liability as well as them named as additional insured for the event.” “This endorsement for your event may usually be obtained by asking your general liability insurance agent. In addition, it is a good idea to prepare ahead and get this included as well as the necessary phrasing, address, etc., before calling your agent.
4. Sound Quality
Have you ever attended a gathering where the volume of noise was so high that, in only one evening, you had to struggle to hear other people and even ended up with a hoarse voice? The acoustics of the location, which affect how sound moves through the room, are frequently to blame for this. A low ceiling, for example, might make a space feel warm and inviting, but when it gets busy, the noise level rises. However, a massive warehouse-style venue may cause echoes, a phenomenon known as “reverberation” by architects.
Although they may not be the only consideration when selecting a location, acoustics definitely have a big influence. There are other techniques to improve acoustics, such making use of the outside patios that are close to the theater. The American Institute of Architects published a piece by Armstrong Ceilings suggesting the use of canopies or acoustical clouds as practical ways to improve a venue’s acoustics.
5. Flexibility in Contract and Force Majeure
Negotiating flexible contract terms with your venue is usually a smart idea as well, as unanticipated circumstances may cause your event to be canceled or postponed. For instance, even if someone has previously registered, a lockdown order or natural calamity may prohibit them from attending your event. You might inquire about the possibility of adding disaster-related terms to the venue’s contract, which would shield you from losing your entire deposit in the event of a force majeure.
6. Adaptability on the Day of the Event
Negotiating with venues is a terrific approach to be flexible with the date of the event. On their calendar, they could have open days that they would want to fill. Giving two or three possible dates increases your chances of obtaining a good deal and securing a location quickly.
7. Obligations of Internal Service Providers
Does the location of your event demand that you use their in-house service providers? Many event locations have preferred or exclusive service suppliers on hand that they demand event coordinators utilize for certain purposes. These service providers typically have agreements or relationships with the venue, so they are familiar with its layout, policies, and requirements. These venues frequently have these internal suppliers for security, décor, audiovisual equipment, catering, and other services. It is generally advisable to confirm whether the location of your event demands the use of these internal service providers because using your own is considerably more difficult.