Finding the best event venue is crucial to the overall success of any event. Although venue planning takes a lot of time, it does not have to be overwhelming. Event planning for amateur and professional event planners could be a fun task. Assuming that you already know the purpose and type of event you are planning, there are several factors that you must consider in order to start the venue selection process. Below is a roadmap that you can use to guide you in selecting the perfect event venue.
1. Know Your Goals
In whatever you do, it is always crucial to start with a goal in mind. Ask yourself about the purpose of the event. Is it intended to provide information to the attendees? Is it to offer them with network experiences? Is it going to launch a new service or products? Knowing the reason or the purpose of the event will help you easily choose the perfect event venue that aligns with your event’s goals.
In choosing the perfect event venue, it is important that it supports the results that you would like to achieve. If your goal is to raise exposure, choose a venue that has a welcome area to provide accommodation to sponsor booths. It should also offer ample visibility for sponsors.
2. Consider The Guest List
When planning for an event’s venue, one of the most important factors that you should consider is the guests or the target audience who are expected to be at the event. Although the kind of event could definitely give you an idea of the choice of venue, you should also consider the venue’s capacity. Get accurate estimates of number of guests attending because most often, the capacity of the venue limits event options. Also, make sure that the venue mirrors the guests’ expectations and preference and not only the event itself.
3. Check the Dates
Timing will affect several decisions, so it is important that you check your calendar. Following the guest list, another limiting factor in choosing the perfect venue is the date of the event. Regardless of the type of event you are planning, you will be left with a decision of having a flexible event date to get your perfect venue or you will have to be flexible with your venue to get the date. Venue planning should start by knowing where your client is flexible.
4. Know Your Budget
You can get any perfect event venues NYC can offer from an infinite list of venues if you have an open-ended budget. However, most of the time, you will be restrained by financial resources. It is important to know the budget you have to work on the right from the start. Does your prospect venue fit within the budget range for catering expenses, technical expenses, and space? Have you considered budget flexibility in the event line items outdo the plan?
The key to providing a positive event experience to the attendees is by providing accessibility to the venue. It is important that the attendees could concentrate on the event’s content instead of worrying about how to get to the venue. Some organizers use UberEvents that enables them to buy guest passes for the attendees. The event planners set the time, location, and the date of the puck up and drop-off points of the attendees. Guests just have to register to UberEvents to get their passes.
As soon as the guests arrive at the venue, make sure that they can easily find their way around the venue. Make a pre-event venue and send it to the expected guests. This way they will know where the check-in area, exhibition hall, and the keynote stage are located. Accessibility would also mean providing signs that give instructions to guests as they walk in the venue. Most organizers use monitors since it can easily be updated as the program progresses.
When finding the best event venues NYC has to offer. it is important that the venue matches the goals you want to achieve. It would be very useful if you use the previous event information. It can offer important insights that reveal what the event venue could best offer for your upcoming events. While finding the perfect event venue is not a simple process, however, using the right strategy and resources could prove more fun and easier event venue hunting.