Finding the right spot to host your event involves a highly detailed to-do list,
and hopefully a very organized event planner. So what do you need to know before
you start arranging an event? This series of articles will cover everything that
you will encounter when planning that special event, whether your next event is
a conference, meeting, banquet, team builder, or special occasion such as a retirement
party. From a large rental venue to your own Ajax real estate, it is not
too hard to find the perfect venue for your event.
Since there are so many things to consider when finding the perfect venue for
your event, take a look at these questions and prepare answers to them to help
you find exactly what you will need:
- What are you looking to achieve from the event?
- What location are you looking for?
- What numbers are you expecting?
- What style of event and catering do you want to host?
- What budget are you working to?
What are you looking to achieve?
This will give you the answers to a number of the other questions. Do you want
an informal event where people have the opportunity to network with one another,
perhaps at a venue where there is something of interest to get people interacting
with one another? Alternatively, are you looking for a more formal event, perhaps
with a seated dinner followed by speeches and maybe even an awards ceremony?
Perhaps your event is the opening of a new series of fashion house condos, in
which case you may have a specific style and theme for the event. If it is a
conference or meeting, do you need to host the event at somewhere special in
order to attract your target audience? Are you looking to run a number of consecutive
or simultaneous meetings requiring a venue with multiple rooms? These are just
a few ideas, but having an understanding of what you want to achieve will also
help your venue and catering suppliers work with you to meet all your expectations.
What location are you looking for?
The type of venue, as discussed above, is an important part of the location.
If you want to have articles of interest which may spark conversations, a museum
or gallery may be a good venue for your special event. If you're looking for
more open space in which you can set up dinner tables and present awards, it
may be best to look for a wedding rental, Brantford or elsewhere. Geographic
location is equally important. Who is coming to the event, and where are the
majority of them coming from? Make it simple for people to say "yes"
to attending your event by making the location easily accessible. A clear map
of where the venue is will ensure your guests know exactly where they are going
on the day, especially when matched with detailed driving directions from all
major areas. The wrong directions could send your guests to an open house of
Arlington TX houses rather than the location of your event. Be as clear as possible
when it comes to the directions, for the sake of your guests.
What numbers are you expecting?
Always a tricky question to answer when first arranging an event, as numbers
will often change between the plan and the event, making it difficult to determine
a precise budget until much closer to the event. The simplest thing to have
in your head is an estimate of the likely maximum and likely minimum. You will
want to know the minimum if you are booking a package event, as the price will
be set depending on the minimum guarantee. The maximum will need to be know
so that a venue of the right size can be booked for the event. Whether you host
the event indoors or outdoors will also have some bearing on how many people
you can accommodate. Having a venue with an outdoor terrace or garden will give
you more room for guests and give your guests a lovely change of scenery, assuming
the venue has good-quality landscaping. Oakville to Oshawa, there are many locations
that offer this type of indoor and outdoor setting, and doing your research
will pay off when the big night arrives.