Another area to make sure that you have received expert advice is the rigging capacity of the venue. There are many aspects that affect the choice of an event venue to anyone who wants to get it right. However, choosing a venue is the one decision that will have the largest impact on your event. When deciding to schedule an event such as a wedding, one of the first steps is choosing a venue. We believe in turning ordinary events into extraordinary experiences. Toy company: Disney World 4. Business networking: Rooftop bar or upscale bistro 5. It’s December, so there’s a good chance you’re going to host at least one event. With a given number of people to serve and a set menu, any quote should be straightforward. The largest trade shows in the meeting and event industry are mainly focused about connecting two audiences: event professionals and venues. House staff and any contractor that has serviced the venue will be able to give you a fair assessment and adjust their quotes accordingly. You may also want to match the style of your event with the atmosphere of your party. Food, drink, good conversation — those are the elements of a day or night out worth remembering. A final and often overlooked element is the amount of electrical power available in the venue. Its geographical location and reputation convey meaning to your invited guests before they RSVP. It isn’t an easy task to choose the perfect venue for your corporate event, and things can get even more difficult is you’ve invited many attendees. For some event planners, this study had a few surprises, such as event planners rating meeting room features as a higher priority than the location. Talk to the in-house or your external technical provider to be absolutely clear about what and who is necessary for a good show. The best kind of venue is one with a parking lot. This can also work if you’re trying to get them to reappraise an existing product or idea; put it in a new context. The in-house staff and any external equipment provider will need to put their heads together in order to ensure that everything that needs to run, can. If you are starting out in the event industry, you will soon realise that the venue decision will have the biggest impact on your budget and overall performance of the event.To captivate event profs' preference, Seated or standing, attentively listening or actively networking, you need to realistically assess if your audience will be too tightly packed, look lost in a cavernous space, or fit comfortably. Venue Review Tools. Comparing your options with location, capacity and character being equal, it’s time to look at what each venue can do for you in terms of included in-house equipment and service. So it’s important to know how to choose the perfect venue when planning an event. We have always found Encore Event Technologies (formerly Staging Connections) to be extremely professional to work with and very knowledgeable in providing advice and expertise in event planning and delivery. Make sure you are aware, though, for the staffing aspects of the event that might not be so clear. These two things can only happen if your event venue has enough space. All of Howl at the Moon’s locations let you deck out the venue your way, including custom piano banners, photo … Make a checklist of everything you expect or anticipate your guests will need to do while at your event and go through it with the venue to ensure that everything you need is either included, or quoted as an extra. When choosing your event venue, it’s always better to overestimate your capacity needs than underestimate.For instance, if your event is expected to pull in at least 300 attendees, your venue capacity should comfortably fit 350 to 400 people. It seems ridiculous, but some venues on floors above ground level are serviced only by very small lifts, severely restricting the size and type of equipment that can be (easily) bought into the space. Venue style, decor, catering, and amenities are always going to be important parts of choosing a location for your meeting and event, but now is the time to start working on your technical venue checklist as well. While choosing a corporate event venue, you need to determine whether your site is indoor or outdoor clearly? For over 30 years we've maintained a conference, gala dinner, roadshow or incentive event, successful events start here. We use cookies to help improve your experience and to show you relevant advertising. Difficulties in the physical access to the venue mean longer call times for any staff employed to load in or out. So how do you go about choosing the right venue for a day or night out with friends? Simply choose your location, event type and amount of guests, and Venue Locator will return results tailored to your requirements! Accessibility should be your priority: You must offer the love to your audience that they deserve. Choosing a venue is one of the most important decisions in event planning–and it’s one of the first ones you’ll make, too. Step three: How to negotiate. The venue you choose for your event sets the mood and tone before your audience even steps inside. The good news is that there is an abundance of different options when it comes to choosing an event venue. Most venues will charge an upfront hire fee or they’ll offer the venue out on a minimum bar spend. 4 Things to Consider When Choosing an Event Venue. This is most often an issue in older buildings, but it can arise as a problem if you’re bringing in a lot of lighting, audio and video equipment to a venue that doesn’t usually host events of that type. The success of your event largely depends on your choice of venue. With all the options out there, it can easily feel like your endless choices are more of a burden than an opportunity. Are you trying to get a workforce or group of consumers excited about something new? The good thing is, we’ve organized numerous corporate events in Auckland an amassed a wealth of experience from them. There are also downsides to well-serviced central venues. Picking a venue can be hard. The trick is to work on an average of £10 per person unless it is a drinking-based event or includes catering where this spend will naturally increase. Choosing a Venue for an Event. Before choosing a venue, make sure you’re happy with the all of the facilities, staff and customer feedback. Choosing a venue is the one decision that will have the largest impact on your event. Then, create a list of potential concert halls that fit your needs. These are the top things to consider before picking your next event venue. Creating a plan for your event will help make sure you get everything you need at your venue, from services to amenities. Tip # 6 – Venue Relevance to Event. Try to choose unique venues with an atmosphere that already aligns with the topic of your conference to avoid unnecessary decorating costs. Your venue will determine, or at very least confirm, your event date. When organizing an event, you are confronted by many decisions. 2. Outside venues, while perhaps not as plentiful as indoor, still are numerous. Choosing the right venue takes the hard work out of preparing food, ordering  drinks and setting the mood. Do you need dedicated AV, staging and lighting staff? Take a look at the technology available and ensure the venue can provide technical support on the day. 6. Then there’s the myriad of practical considerations such as seating capacity, economic factors like equipment inclusions, and intangibles such as quality of service from its administration. You can enlist a venue finding service to help you with this. After all, the reward of hosting an impressive soiree outweighs the effort you put into finding the right venue. Looking at planning an unforgettable night out? You’re choosing a venue for your event to ensure two things: that your desired event will happen as you want it and that people special to you will be there to witness it. But for a basic networking event with just drinks, £10 is fair and it will minimise your risk. Choosing a venue for an event can be surprisingly tricky. It's our However, you still need to stay focused, follow your best practices and assess the more practical aspects of holding an event … Eye-catching décor and mouth-watering meals won’t do much to impress your guests if the service doesn’t meet or exceed their expectations. Marketing Campaigns and Events Manager, Griffith University, Want to stay up to date with industry trends? By providing your email address you are consenting to receive marketing communications from Encore Event Technologies, on the understanding that you have read and agree to our, I want to receive news, articles and special offers, Christmas Parties and End of Year Celebrations. Are tables spaced appropriately to ensure the right distancing between guests? Choosing conference event venues can be particularly challenging if you haven’t personally visited a site, or know of other organizations that have hosted an event at that location. Encore Event Technologies Pty Limited uses cookies to enhance your experience, to display customised content in accordance with your browser settings, and to help us better understand how you use our website. Accessibility: The location of the event venue is paramount for maximizing event attendance. The size of the space should be flexible, depending on … Add to this a requirement for extra heating and you may have to look at hiring in generators in order for the event to function. What you should be really worried about is whether your potential venue takes Covid-19 compliance seriously. The benefits of choosing a unique venue. It’s terrific that those creative juices are flowing! Make sure that the space reflects the theme of your event. If your event requires a truck’s worth or more of external equipment to be delivered to the venue, find out what the loading dock access and process to get to your specific space is like. You can also consider reserving parking lots and having attendants pay for them … The venue type you choose should best suit your event’s needs and your audience’s preferences. For instance, if your event is expected to pull in at least 300 attendees, your venue capacity should comfortably fit 350 to 400 people. The date of the event, catering options, and attendees’ pleasant experiences … all are partly affected by which venue you select. Is physical distancing maintained at entries, waiting areas and queues? But for a basic networking event with just drinks, £10 is fair and it will minimise your risk. A good idea is to choose a venue that has hosted something similar to your event in the past and can set up their space to your needs. Remote locations such as holiday resorts are great if you have the budget and would like everyone’s attention completely to yourself for a few days, but these kind of events are only practical with large budgets, and are generally used to reward loyal customers or excellent sales staff. You’ll still have to buy food, signage, supplies, and maybe entertainment and staff. Expect the unexpected and set an allowance to the capacity of your event venue. Get first access to the latest event insights, trends & ideas. Indoor places are plentiful. The Menu. Before you book a table, run through this checklist to make sure you’re choosing the best venue possible: If the food is good, your guests will be talking about the event long after the bill is settled. For anything custom-built or hired for the event, check that it can physically fit in the venue. There are a number of different types of event venue. In-house equipment such as lights, sound and screens will already be safely hung, but if you’re bringing in extra gear, make sure that its weight isn’t going to exceed safe capacity once added. At 63%, accessibility is the biggest factor in choosing an event destination ().Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. The good news is that there is an abundance of different options when it comes to choosing an event venue. If you are going to present material or processes that could be difficult, like how the company is about to be restructured, a familiar and conservative environment is advisable. If you want more information about audio visual equipment you could check our blog post about our 8 audio visual tips to create a successful event. Posted on Monday, March 19, 2018 The venue you choose for your event sets the mood and tone before your audience even steps inside. Choosing the perfect venue for your special event is no easy task, and there are a lot of factors to consider. Plus, it will affect your remaining budget, your decoration choices, and even attendance rates. They will most likely have a venue that can accommodate everything you need. It was a pleasure to work with you and such dedicated and experienced staff. A few examples include: 1. Step 2: Investigate possible venue. One should consider the venue of the event according to the location of their target audience: if the venue of your event is such that it will cost your guests’ time, money and comfort then it is definitely going to affect the number of attendees in the event. If you're unsure about how you would set up the room then check our article on "how choosing the best seating style for our audience?". What should you look for when choosing a venue for your special event? Follow this advice and tips for choosing a formal event venue, and you are on your way to an unforgettable and peaceful event. Of course the first option for many is whether the venue … Fortunately, you have some leeway with your event venue’s cost if you’re willing to be flexible with the date of your event. Choose an outdoor venue if your event theme permits it. While the type of event will certainly inform the venue choice, one … OK, The Krugersdorp News team believes that it is the voice of the community and is distributed free to 30 630 Krugersdorpers every Wednesday. When choosing your event venue, it’s always better to overestimate your capacity needs than underestimate. You need to verify that all restrooms, emergency exits and main entrances are visible. They have a can-do attitude and always manage to deliver on bringing any idea to life. The venue can set the tone for your big day, helping bring to life all of the details you’ve worked hard to create. Choosing a venue that is the right fit for your party is another key factor. Whether you are looking for a venue for a personal event or on behalf of a company, it’s a big decision! The process of getting there is shaping your attendee’s experience before they’ve experienced your message. The not so good news and often time consuming part is that you’ve got to find it. Up next, choosing a venue… Be careful not to fall into the trap of picking an old favourite or trying to shoehorn an event into a venue that you have fallen in love with, there’ll be other events! For example, an incentive program that encourages spouses to attend would be best suited in a recreational or resort type facility. A venue finding agency can help you to choose the right venue. Back in the metropolitan areas, there’s a huge variety of traditional and non-traditional spaces to consider. 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. Choosing a venue for an event can be surprisingly tricky. Unique venues leave a lasting impression. When a venue serves good food, an event is halfway toward being a success. So, things should you consider when choosing your event’s venue? The meaning and purpose of your event are best known to you, so choose a venue that can enhance that. In order to help sustainability, many event venues have started using eco-friendly techniques. But the larger the event is the higher the stakes. When you’re in the planning stages, make sure the venue’s accessibility is a good match for your guests. 8 audio visual tips to create a successful event, How to deliver a successful hybrid Sales Kick-Off Event, Encore deliver the first VIP D + I Conference online, Encore delivers first virtual Big Catch Up for GO Foundation, Amazing uses of Extended Reality to deliver powerful virtual events, Encore delivers the University of Sydney's first Class of 2020 Celebration on a mass scale. Here are 10 things to think about when looking for a venue… 1. Encore Event Technologies (formerly Staging Connections) are a company that continues to grow because of its strong focus on staff, training and commitment to the purchase of high quality products which ensures they can deliver the services to the expectation of their clients, every time, without fail. Choosing a venue that is the right fit for your party is another key factor. Whatever the size, type and purpose of event being planned, there will always be countless venues to choose from. So how do you go about choosing the right venue for a day or night out with friends? Most venues will charge an upfront hire fee or they’ll offer the venue out on a minimum bar spend. Your venue will determine, or at very least confirm, your event date. Somewhere among these will be the perfect venue for the event, but how can such an extensive and complex field be … Historical society: Museum, battleground or a National Landmark building There are times when such matching of events and venues might not be the best choice. Packages are standard, they understand the corporate market and they’ll provide a reliable service. audio visual, lighting, staging, styling, multimedia, through to the latest in event technology. If it’s an after-work networking event, try to plan it nearest to where your invitees go to work all day, or along the popular commute home route. The venue’s price, available dates, location, parking availability, accommodations for your guests… the list of things to think about can go on and on and you do not want to make a costly mistake! Is the venue adequately heated or cooled, depending on season? In those instances, you may decide on a venue base… Is there anything that you can easily overlook? When you're looking for tips for choosing an event venue, Nook Meetings & Events is here to provide everything you could ask for — from venue space to event planning. The venue must be reasonable to commute to from the nearest airport, accessible by multiple modes of public transport and close to multiple hospitality options, including bars, cafes, restaurants and hotels. To find a local venue, choose a type of venue from the list at the beginning of the article. If you’re not too keen on cooking for a large group, the next best option is eating out at Turn n Tender. Perform a Google search for “concert halls in Luxembourg.” Then, create a list of potential concert halls that fit your needs. If you expect people to drive to the venue, find a place with a car park. When venue planning for an event, one of the most important pieces of information you must know is who your guests will be and how many you expect to attend. Fortunately, getting a sense of an establishment’s reputation doesn’t require much work. Somewhere among these will be the perfect venue for the event, but how can such an extensive and complex field be narrowed down effectively? This doesn’t just mean whether its dimensions can be accommodated in the room you’re using, but also if the venue’s rigging points can handle the weight and that it can fit through the door or in the lift in the first place. It’s very important when selecting an event that you choose one that’s relative to the actual event. This is why finding the right venue for an event is so important. Related to the issue of rigging is sight-lines – anything you hang has the capacity to interrupt your audience’s view. The not so good news and often time consuming part is that you’ve got to find it. The success of your event largely depends on your choice of venue. Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things, such … One of the ground rules to follow while conducting an event is to book the venue at least 4-6 months ahead of the Event day. Their proximity to many of your audience’s places of work can also make it more likely for them to either be called away on urgent business or not make it at all due to last-minute time pressures. The process of getting there is shaping your attendee’s experience before they’ve experienced your message. With 700,000 square feet of event space, 135 on-site room accommodations, and access to North America's largest sports complex, we're the perfect setting for events big and small, formal and fun. These operate independently but can also be part of the package offered by a conference organising company. Now it’s time to seal the deal. Will the venue you’re considering accommodate the number of guests you expect? Any venue that doesn’t take these measures seriously should not be an option, even if it ticks all of the other boxes. When choosing a unique event venue to blow event goers minds, it’s easy to get swept up in the creative ideas swirling around your head. After considering all these factors, decide on a venue. On large events with a lot of crew, an extra hour or two of time equates to many thousands of dollars in costs. Browse our range of downloadable. The venue sets the scene and gets people in the right mood to enjoy themselves and have fun from the time the event is scheduled to start. Choosing a venue for an event is also one of the first negotiation points as well. A research found what influences the decision to choose venues. Choosing an enclosed venue is the safest option, especially if you need to book in advance and won’t know how the weather will be until it gets closer to your event. Does the venue take reservations to manage capacity limits? Perform a Google search for “concert halls in Luxembourg.”. Every technical aspect that Encore Event Technologies (formerly Staging Connections) was involved with ran perfectly. Creating a unique event in an unusual space requires a bit more research than your average gig, but the extra effort pays off. The trick is to work on an average of £10 per person unless it is a drinking-based event or includes catering where this spend will naturally increase. A good venue is the difference between a memorable get-together and a mundane meetup. If you’re lucky, the event market will offer a variety of good venues. No one would step foot in a visibly dirty restaurant, so there’s no need to remind you to consider cleanliness. passion for creating extraordinary experiences that drives our 750+ team. Copyright © 2020 Caxton & CTP Printers and Publishers Ltd. 4 Things to Consider When Choosing an Event Venue, Why you should anxiety-wrap your pets for New Year’s fireworks …, On average, Volvo crashes at least one brand-new Volvo every single day, #NewYear’s Eve 2021: How to stay awake until midnight …, West Rand District among Covid-19 hotspots: Cases in Mogale City stands at 9 076 with 189 deaths, AA pleads with motorists to drive with safety in mind, VIDEO: Wenke om die nuwe skooljaar te begin, Keep cool this summer with these DIY hacks, Know your rights at the roadblocks these holidays, The president’s 10 tips for a safer festive season, ‘Healthy New Year is in your hands’ as president introduces festive season precautions. Because every event has its own identity - number of attendees, type of event, budget, and so on - that all need to be considered and more importantly, and all have a big outcome on the venue selected. However, outside of the metropolitan areas choice may be extremely limited. If that’s not possible, try looking for green event venues. If they appreciate a good steak more than the average person, it only makes sense to make reservations at a premium steakhouse. The accessibility of the venue and parking are also key considerations when selecting a venue. It’s factors like these that can have an unexpected impact on the cost of your event. The rest of the preparation process will depend on the decision made about the venue. With so much to take into account, where do you start? If guests can’t access the venue with ease, you may not get much of a turnout. vegetarians, people with food allergies). Alternatively, you could attract a sponsor and use part of their location. 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