5 Factors to Consider When Choosing a venue

When preparing an event, one of the most essential considerations you will make is where to have it. When it comes to venue selection, you'll need to examine a variety of criteria, including room size, event date, and cost.

When evaluating event venues, you'll need to consider a few crucial elements. These eight factors mentioned below will help you make a wise selection about the event facility you choose.

1. Location: 

When selecting a venue, location is an important factor to consider. You want something strategically positioned and easily accessible for the majority of your attendees. It is important to note that "easy to access" varies based on the size and scope of your event. For example, if you're arranging a professional conference for locals, you'll want to think about highway and surface street access. However, if your event will attract attendees from across the country, you must evaluate the closeness to a major airport.

2. Size and Capacity:

One of the most common mistakes when selecting event planning locations is choosing a site that is simply not a good fit. You want an event space that can accommodate the expected number of participants. It is also vital to examine the facility's size in addition to the quantity of people it can accommodate.  

3. Cost:

Cost is an important consideration when selecting a venue. The ideal event facility will be within your organization's budget while also allowing for some contract flexibility. Check the agreement for additional service charges, deposits, taxes, and insurance. 

4. Services:

When deciding on a site for an event, keep the services in mind. Some locations provide a variety of optional services, while others are more basic.  So it's important to understand your needs. Do you require event workers to assist with attendance flow, technical staff to handle tasks such as presentation equipment setup and Wi-Fi troubleshooting? Understand your event's requirements for additional services and then compare them to the venues you're considering.

5. Configurability:

Finally, think about how flexible the space is. This refers to the ease with which spaces can be divided into sections for different uses. Even if your event simply has one audience section, you'll need distinct areas for guest speakers to wait before delivering their speeches, as well as areas for refreshments. Choose a venue that has flexible space so that you can tailor it to your event's requirements.

At The Wizard we know exactly what venue you will need, don't hesitate and let us plan your next event!