Many decisions must be made while arranging an event, but selecting the correct location and site is the one that will have the greatest impact on the success of your event. Everything from the event date to presenter lineups, catering choices, and attendance experience is determined by the event space rental.
When Should You Begin Looking for a Location?
The earlier you start, the better. You can start looking for a venue when you have a strong idea of the three factors listed below: budget, projected event attendance, and space constraints. Book a location at least 8 months ahead of time so you have ample time to organise other important things.
What to consider while Choosing a Location
Location
You’ve probably thought about it already. For a local show, you could be searching for a venue that is a suitable distance from the majority of guests’ homes or workplaces. If many people are coming from out of town, a location near an airport or their motels will be advantageous.
If you want to lessen the likelihood of your attendees being late, give them a mobile events app, which is now essentially a standard. Your guests will feel more confident and certain walking into the event if they have maps, directions, and carparks info at their fingertips.
Parking
Is there a car park or valet service at the venue? A location with a car park is the stuff of fantasies. If that isn’t the situation, see if there are adjacent parking lots that attendees can utilise. If there is no room to park, you are not totally out of options; instead, consider the following:
- Reserve adjacent parking lots for the guests and then either include the amount in the ticket cost or charge them when they arrive.
- Take a glance at the event discounts offered by Uber and Lyft. You can work with them just to set it up and provide the promotion code to your guests.
Layout
Even if you select your venue upfront in the event planning stage, you’ll really want to have a good concept of the events you’ll include, the amenities you’ll need, and the requirements of your staff and the guests.
While you’re limiting down your options, acquire an illustrative floor plan of each location and go through your choices at least once, noting essential details like where the outlets are or where AV gear is or can be found.
