Start your venue sourcing process as soon as you can. The choice of venue will impact event planning; therefore, it is advised to begin searching for a suitable venue as soon as possible. This is where DeSouza Associates can help you with your venue search – we know all the best venues and can help you find a venue to match your brief and budget.
However conversely, booking an event venue can also depend on the type and scale of the event. For example, a product launch may require a shorter lead time as the focus is more on showcasing the product (and it being ready!)
TIP: Always consider your specific needs and the factors below to help you when booking an event
Here are our 24 tips for 2024 to consider when booking a venue for an events:
1. Type of event – Why are you throwing this event? Is it to generate revenue? To launch a product? To educate? Networking? Is it for clients or employees?
2. Event Objective – Start simply; A theme. A plan. A goal. Your event has a purpose from the beginning, which will drive content, speakers and the venue.
3. Location – make it easy to get there! Think about where your attendees are travelling from, and how they will get to and from the venue. By starting an event a little later, it may mean that more delegates can attend due to less peak time travelling.
4, Dates – If you can be flexible on dates, then that is great. If you are on a budget, consider booking during quieter periods or less popular days of the week as the quotes will be better.
5. Logistics & Co-ordination – Create a timeline and share with other members of the organising team so everyone can see and assist in you reaching your event goals.
6. Parking – If most of your guests will be coming to your event by car, ensure that there is either parking on site (& enough for your numbers) or at least there are plenty of car parks nearby.
7. How long do you need the venue for – set up/breakdown etc – Allow plenty of time for set up – some venues will allow complimentary access to set up the night prior if the room is available closer to the date. This will help if you do not have the budget to pay for it.
8. Accessibility – Keep in mind that some of your guests might require special access to the venue and amenities.
9. Audience – Define your target audience so you can tailor the event’s message to your potential attendees.
10. Will guests be attending in person or remotely or both? – Consider the client reach if you decide to offer both and adjust your budget for a hybrid event. You need to ensure those attending remotely have an equally enjoyable experience as those attending in person
11. Type of venue – Is there a certain type of venue that would work well for your event? Perhaps there is a style of venue that would appeal to your guests and add something a little special to your event? Take a look at our blog which lists the different types of venues you can book.
12. Venue style – Appeal /Wow factor – The ambience created by the venue should match the desired tone of the event. If the venue has a ‘wow’ factor or is ‘instagrammable’ this can attract more delegates to your event if this suits your corporate image.
13. Budget – One of the most important key elements of event planning – be realistic!
14. Is there a theme and format? – Why not use the venue’s style and aesthetics to reinforce your event’s theme or brand identity.
15. Size and capacity – Choose a venue with the right size and capacity to suit the number of people attending the event. The room layout is equally important – have a read of our guide which explains the different layouts available and which layout suits which events.
16. AV/Technology required – Check to see if any of the venues include AV which will help with your budget or if AV must be hired through a preferred supplier. If there are any specific requirements, then it is best to check right at the beginning of your search that the venue can accommodate these.
17. Will accommodation be required? – If bedrooms are required, then you may only want to consider a venue which offers bedrooms. If the style of the venue is more important to your event but has no bedrooms, then consider how many Hotels are within walking distance. And bear in mind companies have different budgets for bedrooms so allow for this too.
18. Any entertainment/teambuilding required – If you are looking to inject some fun into your event, we can help with any additional entertainment you may require. Whether it is a teambuilding activity, evening entertainment or a DJ or Band.
19. Catering – The food must be good – delegates remember the food above all else! If you have any specific dietary requirements, then do check with the venue that they can accommodate these.
20. Sustainability – Eco-consciousness isn’t just a gimmick it can be the driving force behind venue choices. We have written a couple of blogs on how to organise a sustainable event.
21. Any venue restrictions? – Check with the venue in case there could be restrictions, particularly if the venue is located in a residential area.
22. Are there any hidden fees/costs? – Be as detailed and specific as possible when communicating your requirements. This allows venues and us, as the venue finder, to provide a more comprehensive quote from the beginning and therefore avoids any potentially ‘hidden fees’ for services being added retrospectively. Carefully check the contract clauses and negotiate if necessary.
23. Flexibility – If you can, for example, adjust your requirements to fit in with the venue’s availability then you may get better rates and choice of dates. Do also check on how flexible a venue might be with cancellation policies, final numbers etc.
24. View the venue – this is something we really encourage our client to do. A site visit allows you to evaluate the venue’s physical features, accessibility, layout and overall condition. The visit will also help you visualise how your event will work and might even give you some more ideas! Sometimes this is not always possible and in these cases the venues will offer a virtual showround.
TIP: It is important to understand who the target audience is and why they would come to your event.
OUR VIEW
Running a corporate event is no mean feat. From the planning and coordination to the promotion of the event, there is a long list of factors to be organised and it can often feel like the work of an event planner is never done. This is where we can come in as a venue finder and help you find that fab venue for your next event.
So let us help you book your next corporate event and don’t forget our venue finding service is free