Venue selections is one the most exciting parts of event planning and it is definitely one of the most critical to your event’s overall success. Every other aspect of your event revolves around your venue. You are best served during the site selection process if you know the structure and agenda of your program before you begin your search. You always want to host your event in a space that is clean, updated, and safe. The preferred style of the space may vary. However, whether you are looking to be creative and utilize a unique venue, going into a conventional hotel, or using a traditional event space; there are certain aspects that, will impact your guests’ experience, you should inquire about when performing your site selection.
Parking – Getting all dressed up and having to walk five blocks is not something that makes your event a pleasurable experience to your guests. When performing site visits, visit the parking areas. Learn where the parking spaces for your event will be. Here are some questions regarding parking that you should look for answers to:
If the venue doesn’t have designated parking, don’t write it off. Inquire with the venue representative if they can accommodate valet parking or shuttle service. The next step is to build valet parking or shuttle service into your budget.
Registration Area – Registration is the first experience with the event your guests and attendees will have. It is important that you make it an enjoyable experience because it will set the tone for your event. Making your guests’ registration experience pleasurable is in part related to the space where registration is held. Make sure the venue has ample space to accommodate your registration process, everything from flow to equipment and materials. If you have a simple registration process, it may be sufficient to hold registration in the hall area adjacent to your event space. If you have a more elaborate registration process and registration takes place more than one day, it is probably important for it to be held in a room that can be secured when registration is close.
Breakout Space – Knowing your program structure and agenda are critical to perform an efficient site selection. You must know how many and what type of event/breakout space you need to accommodate your program. Understanding your program structure includes knowing the number of attendees, knowing your event dates, understanding the flow, knowing which breakouts are most popular, etc. All of these aspects determine what you need to look for in a venue.
Catering Limitations – If the venue you are considering requires you to use their catering, be sure to inquire about their catering limitation. If you know your guests have sophisticated palates, make sure the chef can prepare specialty dishes. The other important aspect regarding catering limits is the chef being able to prepare meals for people that have special dietary needs. Although, special dietary meals are usually a very small percentage of the total number of meals prepared, they are very necessary. It is not about preparing a different meal for each dietary request but being able to make 1 – 2 different meals that cover the gamete of special needs. Make sure the chef has experience doing this. If the venue allows for you to hire an outside caterer for your event, make sure you inquire about and inspect the kitchen or catering staging area.
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