Choosing the perfect venue - some tips to help

What to consider when choosing a venue

1. Location
2. Parking
3. Capacity and Room Layout
4. Accessibility
5. Facilities  and services
6. Ambiance

It can often be tricky to get the right venue despite the variety on offer. Whilst many venues can seem to offer the same level of service, they may have very different facilities.

Start by prioritising the factors that are the most important for your event. This will help you shortlist the venues that may be the most suitable. Visit the venues that you are unfamiliar and talk to the team there,  it may be very different from your perception.

Location

Think about where your attendees will be travelling from. Will they be travelling by car or public transport? If encouraging sustainable transport, is the venue easily reached by train or bus.  What is the traffic situation? If they are travelling you may wish to select a venue close tot by the motorway network. A rural location can be very rewarding for many events, with inspiring  views and outdoor space.

Parking

Check the parking arrangements, the capacity and whether there is additional charging either to you or your attendees. If the venue is in the town centre, where is the nearest car park for delegates. Can you unload vehicles at the venue even if there is no parking on site? Is there limited parking, perhaps just for the organising staff.

Capacity and Room Layout

The size of space you need will depend on what layout you require. A room that can hold 100 people in a theatre style layout, will only accommodation a fraction of that amount if you want it set up cabaret or classroom. Be clear from the start as to what you need as It may be too late to change the layout later. You also need a to make sure that the attendees will be comfortable, plenty of spacing and ventilation. If you require a stage or full conference set, is the room ceiling high enough to accommodate this? Is there a separate space for registration on arrival to help the foot traffic flow easily.

Accessibility

Avoid the pitfalls of choosing a venue that is inaccessible or unsuitable. Many buildings can look impressive but check that the venue will accommodate all your attendees.  Is the hire space on the ground floor, are there steps, is there a lift? Is there a hearing loop or can one be set up? Is the furniture moveable. If you are using more than one room, are they on different floors.

Facilities and Services

Find out which venues can provide you with the equipment you need. Is there an integrated audio visual system. If not can the venue arrange this. Is there Wi-Fi for your attendees to use? If the venue is a blank space, ill you need to hire chairs, carpets. Is there a kitchen for external caterers to use?

If you are using a venue for training or an exhibition, are there enough electrical sockets?

Ambiance

Pay attention to how the venue looks and feels and make sure it is right for your event. How it is decorated and maintained will convey a strong message about professionalism of the venue, and this will also be conveyed to your attendees. Natural daylight can be important for some events but conversely you may require blackout for performances or viewing screens.

With so many factors to take into consideration, sort your requirements into ‘essential’ and ‘nice to have’. Make a visit to a new venue to experience and meet the team before booking. By doing so you will have done as much as you can to guarantee the right venue choice.