Finding that perfect venue for the event that you are organizing can quickly turn into a nightmare. You do not want to spend time travelling to every event venue in the city to find the right one for you! Here is a fool-proof six-step guide to find the event venue of your vision.
Step 1 – The Head Count
Even before you get started on your venue shortlist, do the math and determine the number of guests expected to attend the event. Send out RSVPs with the invites to get the number if required. Then it is just a matter of shortlisting venues that can comfortably accommodate the estimated guest count.
Step 2 – Target Audience
Understand the demographics of the expected audience. Pick venues based on what your audience is used to and what will reflect best their tastes and requirements. The scale of sophistication required for an art workshop is different from that of a CEO convention.
Step 3 – Make Life Easy For Guests
The convenience of the attendees is a crucial factor for choosing the event venue. If most of your delegates are from the city, select a place that is easily accessible to them. On the other hand, if they are going to be from out of town, you may want to go with a venue that is close to the airport or railway station. If you cannot find such a site, make sure you have a transportation plan as well.
Step 4 – Money Matters
Work out how much budget at your disposal and select only venues that fall within your limit. Ask the right questions to make sure there are no hidden costs in the quoted rent. Are taxes included? Are there any additional charges besides the per head fee? Are beverages included on the price? Be very clear on what will be and what will not be covered in the cost. Negotiate on the charges if required but not too much.
Step 5 – Background Check
Find out as much information about the venue as possible from other people who have used it before. You can get excellent pointers on possible layouts for the event and the decor to use. Keep an eye out for any issues they faced or some details that they needed to take extra care of. Speak to the staff too, to determine the level of expertise and experience they bring to the table.
Step 6 – Other Considerations
Check the venue for amenities such as the AV system, staging, lighting, seating as required by your event. If you are using the in-house catering at the venue, discuss and finalize the menu ahead of time.
Car parking is another critical factor as it can become a big hassle for the guests. You can check out venues such as Chennai Convention Centre, which has ample parking space and valet parking too if required. For high profile events, take into consideration the security at the venue as well.
With these steps in place, you cannot go wrong in finding the right venue for your event. Happy Hunting!