10 aspects to consider when choosing the location of an event

 When organizing an event it is necessary to consider very diverse issues and make many decisions. One of the main ones is the selection of the place where the event will be held. Many other aspects are subject to this choice. Therefore, it is important to get the location right if we want to guarantee the success of the event.



Once you have the budget, estimated event size, and space requirements, you are ready to find a suitable location. It is important to reserve the place months in advance in order to have enough time to plan the rest of the topics related to the event.

Aspects to take into account when looking for a space for the event:

1. Location


For a local event, you may be looking for a venue within a reasonable distance of most attendees' homes or workplaces. If many attendees are traveling from out of town, perhaps a space near the airport or their hotels is better. Would you like to reduce the chance of your attendees being late? Give them a mobile app with maps, driving directions, and parking and shuttle information at their fingertips.

2. Parking


This is one of the key points to be foreseen: the ease of parking as close as possible to the place where the event is to be held. If parking is not available, an alternative may be to offer attendees shuttles in the form of minibus or coach to pick them up at different points and take them to the event.

3. Capacity


It is essential to know the capacity and capacity of the place, especially for issues related to security. The capacity will also give us the necessary information when hiring services from other providers such as catering.



Knowing the capacity of the location of an event is very important to calculate the people who will attend, the catering...


4. Services


Does the venue have a kitchen and can you provide catering for the event? If so, often the space will only charge the cost of food for each attendee. Those venues without kitchen facilities can collaborate with one or more catering providers, from which the most appropriate type of menu for the event can be chosen.

It is also important to know in advance if the space has adequate furniture such as chairs and support tables, as well as enough bathrooms, cleaning equipment and all those elements necessary for the proper development of the event.

5. Design


It is necessary to have a plan of the space to be able to design different aspects related to the event: traffic flow of the attendees, accreditation areas, place where the speeches will be held, spaces to develop different activities, etc.

The design of the event and its areas cannot be left up in the air, it is an aspect that must be taken into account from the first moment.


6. Environment


Special attention must be paid to the decoration of the place. What does the interior of the building transmit? If you organize a gala, you probably need to adapt the interior design and personalize the space in a different way than if you are holding a corporate event or an exhibition, for example.

7. Accessibility


Accessibility means making it easier for all attendees, especially those with special needs, to access the event. To do this, it is necessary to first know who the attendees are and what their needs are. If guests with some type of disability are going to attend, it is necessary to anticipate the way in which they will access the event and the activities and experiences that will be developed.



Creating events accessible to all audiences is very important. You have to study who will be the assistants and their needs.


8. Security


It is essential to check and demand that the space or premises comply with current security regulations and have all the necessary and correct insurance, such as civil liability, fire, theft, etc.

9. Acoustics


Have you ever attended an event in a place so noisy that it was difficult to hear others and that caused you to become hoarse in one night? This is due to poor acoustics. A low ceiling will make the place seem cozy, but it will be louder if it is crowded. In contrast, a large warehouse or loft style location will result in annoying echoes and reverb. The secret lies in finding the balance and previously checking the acoustics of the selected room.



Achieving a good balance between acoustics and hearing comfort is key to generating a good experience at the event


10. Cost and flexibility


Being flexible with the date of the event can be a great way to negotiate with spaces or locations. By providing two or three date options, you are more likely sometimes to get better prices.

As you can see, there are important aspects to consider when choosing the venue for the event. However, with the above in mind when prospecting, it will be easier to find the perfect spot.

Courtesy: Event Venue in Lahore

 

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