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Choosing the right venue for your event

Published on Tuesday, 13th January 2015
Tamara Lloyd, Symposia Project Manager at Ignition looks at how to ensure your event leaves the right impression.

Choosing the right venue for your event is extremely important where ever in the world you are planning for it to take place. Sourcing the right venue will ensure optimum attendance whether the objective of the event is promotional, educational or incentivising.

As the economy recovers it is important to book early as good venues are confirmed well in advance of popular dates. The easiest way to begin researching a venue is online using free tools such as venuefinder.com or venuemasters.co.uk or at popular hotel chain websites such as Hilton Hotels or Marriott Hotels. You should consider the type of event, the audience you would like to attract and choose a venue appropriate for what you need to achieve this.

There are a number of factors that should be taken into consideration when choosing the right venue for your event:

Location: The location is one of the most important factors when you are choosing a venue. Think about where your guests will be travelling from and which mode of transport they are likely to use. Research if the venue is close to airports, train stations, motorway links, has adequate parking and evaluate what is important.

Facilities: Consider if the venue has facilities that will compliment or add value to your event. For example; some venues have meeting rooms with built in audio-visual equipment and spa facilities so these items do not need to be added at an additional cost. Depending on the industry you work within ensure the venue is compliant with regulations e.g. are 5 star properties or resorts permitted…

Size / Capacity: Identify a venue that can comfortably accommodate the capacity of your event. Ensure the venue is flexible and has experience to cater for your required event setup. Should you require accommodation check the venue will allow you to book the required number of bedrooms in proportion to the venue maximum capacity. It is important to carry out a site visit to view venue(s) before contracting to ensure the venue is as described and is suitable.

Budget: Before beginning to search for a venue find out what money is available for your event and pull together a budget. Once you have a budget you can decide on the type of venue you can afford and the number of attendees that can be accommodated.

Menu: The quality and service of the event food and drink will leave a lasting impression in the minds of all your attendees at any type of event. Ensure the venue provides choice, is adaptable and can cater for the growing number of special dietary requirements within your available budget. During the site visit maybe have lunch or ask to try a sample of the food.

It is important to project manage the event from the planning stage through to the execution. This can be managed with the Hotel Events Team or outsourced to an Event Management Company who can manage all aspects that will make your event a success.

Get in touch with Ignition Events to see how we can support you with the project management of your event including choosing the right venue.

By Tamara Lloyd, Symposia Project Manager at IGNITION