The venue selection guide - tips to ensure you choose the right venue for your event
Arguably the most important decision among event planning comes through venue selection. Each and every event has a unique set of capabilities, it’s important to make sure that the venue supports these as much as possible.
With a seemingly infinite amount of choice, choosing the right venue can be a challenge but with our top things to look out for, we can help make it a bit easier.
Find the location, location, location 🗺️
First things first, decide on a location. Where is the best place for this event geographically? It’s a straightforward question but one that’s not always easily answered.
To help determine the optimal location, ask these questions:
Is it cost effective? Being cost effective applies to both event planner and guests, will guests have to shell out to attend or perhaps arranging travel is just too costly
Is it easily accessible? Think transportation such as walking, car, train or even flights - some of the most fantastic venues are hard to reach which can make things a real pain
How far will guests or delegates have to travel? If guests such as clients are all London-based for example, perhaps London is ideal
Is it memorable or inspirational? If engagement among guests is key, consider a location that’s likely to live long in the memory and feature as a core character of any subsequent stories that are told
It’s all in the (technical) detail 🎤
You might come across a venue that ticks every box… but is it technically sound? With event technology so critical for building engagement, you’ll need to know whether it’s capable. Newer venues are likely to be pretty well equipped but older, more historic venues might need to be scrutinised a little more - no problem, just ask these questions.
Is the internet accessible and if so, how fast is it? Rapid internet access isn’t a given, especially in venues that have a historic component – if you need to stream video for example, it’s important to know. You’ll also want to provide WiFi for your guests and if you’re looking at hundreds of attendees, the performance can diminish hugely
Is enough power available? If you’re looking to host a conference with various technologies such as screens, speakers, decks, projectors, lighting equipment and anything else
Does the venue have a technology partner? Some venues work exclusively with technology partners or have their own in-house tech, if they do, it’s important to know they have the equipment you need
Narrowing down the venue 🏰
Once you’ve got your location sorted and know the objectives for the event, you can narrow down the search for the venue.
Does it fit within budget? Probably the quickest gauge whether a venue is suitable is whether it sits within budget and is financially viable
Does it provide decent levels of accessibility? Consider the needs of all guests, wheelchair ramps, lifts, disabled parking
Are the spaces plentiful and big enough? You need to know whether the venue has enough floorspace to deliver the vision, say you have 500 guests, the venue should be able to support that number comfortably
Is it close to local amenities? Whether you’re looking to impress clients or keep colleagues engaged, local amenities such as shops, pubs, clubs or even swimming pools can be invaluable – trust us, it happens
Does it fit the values of the organisation? An interesting question but an important one nonetheless. If your organisation champions sustainability, hosting an event on an oil rig isn’t likely to help amplify that message.
Are reviews favourable? If in doubt, check the reviews. Other people will have used the venue before so make sure you benefit from their experience!
Our parting advice… 🤔
Venue selection can be a real headache for the unprepared.
Objectives - write down the objectives for the event and rest assured, there will be at least 3. Whether you’re a marketer in a team of one or work as part of an entire department, it’s important to identify these objectives which’ll make the entire event planning process easier.
Ranking system – create a ranking system for venues and get input from the wider team. It could be as simple as a rank out of 5 but list each venue in terms of preference. It’ll also help to create a shortlist should the ideal venue be unavailable and a backup needed.
Site visits – always conduct site visits, this’ll help provide valued insights into whether the venue fits the bill. You wouldn’t buy a car without a test drive, right!?
If you want to host an event and need support, we’re here to help. We pride ourselves on making the whole events experience more efficient, partner with us and we make sure everything just… works.