The site of a real, in-person event is undoubtedly the most crucial factor in determining the event’s success.
No matter how carefully you’ve planned and prepared the event: collecting the greatest sponsors, scheduling the biggest names in the business, and so on if the location isn’t a suitable match for the event in some manner, it will almost certainly be a flop.
However, not only is deciding on the right venue from the many options available a difficult task, but good venues appear to be fully booked all of the time, further complicating matters.
How to book an event venue?
- Venue style: Depending on the sort of event, event venues can range from an expo hall to a stadium to an outdoor garden to even less traditional forms like warehouses and private hangars. What do you want your guests to think about you? You should choose the location; for example, if you’re holding a conference, it’s pointless to hire an open DJ hall! So this is the first and most significant item to consider while choosing a location.
- Make a budget for your event: Obviously, you can only book a venue if your budget permits it. Everyone wants to put on a music event at Madison Square Garden, but only a few organizers can afford to do so. So, as early as possible in the event planning process, create an event budget so you can identify how much money you can comfortably spend on renting a venue without disrupting the other elements of the event; for this, you should know the venue booking, catering service cost, and all other rental costs that you will have to pay after the event or in advance.
- Identify locations: that will naturally be congested while arranging your event, such as areas near the bar if you sell drinks/alcohol, areas around the buffet line, the bathrooms, and so on. When deciding between several sites, consider possible bottlenecks and if the venue can handle your demands. This is the most important factor because it might affect your budget.
- Consider your event’s acoustics and audio-visual requirements: When preparing your event, don’t overlook the importance of sound quality. Sound quality may have a big impact on how your guests feel about your event, especially if you have speakers, music entertainment (like bands), or other activities that need sound amplification.
- Calculate how much décor you’ll require: Consider how much decorating will be required at each event when comparing venues. Remember that you’ll need to add the decorating charges to the venue rental cost, so if you’re not cautious, a location with low leasing rates might wind up being more ‘expensive’ if the décor prices are included. Nonetheless, choose how much décor you want to include in each location and budget for it in addition to the venue rental expenses.
So, these are the most important points that everyone should know while booking an event venue.