Finding difficulty to locate a perfect event venue? Read below some few tips.

When organising an event, you are confronted by many decisions you need to make while initiating the event. Choosing a venue is one such decision that will have the largest impact on your event. Given it can be the biggest cost in your entire budget, but getting it right is critically important.

No matter what your event or conference is about, the right location can make a difference.

In this blog, we’ll suggest you some few effective tips to how smoothly you can locate the perfect event venue.

1) Accessible location- Maximise event attendance with a location that is easy to get to and has quality attractions just outside the venue. If the event you are planning is a local event, the venue needs to be at a reasonable distance from most of the attendees. 

·         Any event which is significant and the people attending it are from outside the city or even country, distance from the airport and railway station becomes a crucial aspect to consider and can create a complication for them to find it in minimum time. Thus, taking into consideration of the type of the event is the first important thing to look upon.

·         In order to avoid any negative experience from our visitors, always look for one such location where there could be easy access to hotels, restaurants, parking and various other services.

2) Parking- Parking facility is very much important and crucial criteria to the venue event. There have been instances when inadequate parking facility leads to bad experience of the attendees. So to make sure that your event remains properly equipped with parking facility.

·         If the venue is hosting some other events, you can book parking slots for your event attendees in advance. You can either estimate the number of vehicles based on expected footfall. Or, you can also run a quick pre-event survey to get a hang of the number of attendees coming on vehicles. 

·         It may also be possible that the venue is all what you require for the event  except parking facility. In such a case, you can pre-book the nearby parking lots by adding the cost of it in the tickets itself. So according to the number of visitors listed for the event, the arrangements for the parking can be done.

3) Functionality, services and ambience - The Ambience, Services and amenities counts everything about the venue. The catering services, table, chair, set up crew, AV capabilities etc counts in the services from the venue holder. 

·         Whereas, the type of ambience needed for a corporate event will definitely be different from other events in the venue. And being the event planner, one should have a good knowledge of the environment required for corporate or any kind of event.

·         If there is any choice provided by the venue holder, then you may modify the venue according to your requirement.

·         Make a note of required things which has to be made available at the event venue. Do check whether the venue owners provide you all the services which functions in proper condition.

·         Considering the terms and conditions of your event venue, If in case your venue is equipped with a few services missing out the least important things , then you’ll need to manage on your own. Whatever the case is, make sure you take account of all these aspects well in advance while signing the deal. 

·         Visitors will always look out for the utmost beneficial things for them and we should walk one step ahead of them to satisfy their expectations in order to attract more and more visitors for our future campaigns.

4) Date and season- In the process of looking for the appropriate location, do not skip the main part of the event that is the dates and the season following it. As the weather's never certain, several factors can influence your preferred event date. There may or may  not be a warm, sunny day for your outdoor party in the summer.

 ·  And remember: Any time you book a space with a nice garden, make sure the venue has a Plan B in case it starts to rain.`

            ·  Another thing to consider is that in peak seasons you will have to book in advance. When should you hire? The answer is simple: as soon as possible, so talk to the manager about the best time to book and get on it before you run out of places for that Christmas Party or New Year’s Dinner everyone else is planning as well.

           ·  That said, if you can’t plan your event in advance, you could try to make the most of the last-minute bargains that some event venue offer.

5) Legal aspects- This totally depends on the nature of the event being conducted. The local     regulations and the timing of the event. Based on all these factors, there are various legal requirements that an event is supposed to fulfil. Some of them include- 

·       Clearance from the local administration. In case the event footfall is very high, the traffic police and other concerned authorities need to make special arrangements to ensure smooth transportation in the areas. 

·       Some corporate events also need clearance from the green tribunal and related agencies. 

·       Sometimes, events require bulky equipment such as cranes for lifting and managing heavy inventory.