An Event Planner's Guide to Local Planning

 Steps to Find the Perfect Event Venue

Deciding on the best event space or venue is critical to the overall success of your event. While location planning takes time, it does not have to feel overwhelming. For many, professional event planners and amateurs, this can actually be a fun challenge.

If you assume that you have already identified the type of event you are planning and its purpose, there are many other factors to consider when starting the process of choosing the venue itself.

Following this route map will help you to take steps to choose the perfect opportunity space.

Identify your target audience and know your guest list

When planning the venue for an event, one of the most important information you need to know is who your guests will be and how much you expect to attend. Although the type of event will definitely inform the choice of venue, one of the biggest limiting factors for an event space is its capacity. Make sure you know at least an accurate estimate (this can be a range) of the number of guests, as this will immediately limit your venue options. You also need to consider your audience. Make sure the venue not only reflects the event, but also the guests' tastes and expectations.

Identify event dates

Check your calendar because timing will influence many decisions, including your place of choice. After your guest list, the date of your event will be the next limiting factor.

Depending on what type of event you are planning, you may find that you also need to be flexible with your appointment date to get the venue you want, or you will need to be flexible with your venue choice to get the desired date. You need to start location planning to know where you or the client is flexible.

Here are some questions to consider:

§  When are your guests likely to be available to stay based on their schedules?

§  Which places have appropriate and available space for those times?

§  When is the best time for your management team to hold the event?

Calculate your budget

With an open budget, anyone can plan a big event and have an infinite choice of venue choices. But more than likely, your financial resources are limited and you need to be aware of what your financial constraints are from the start - even if your event budget is simply a ballpark estimate or series. An event planner can always plan a big event within a reasonable budget.

§  Do the venues within your budget meet space, technical and catering costs?

§  Have you negotiated a favorable rate for services and demonstrated the value of your role?

§  Have you allowed flexibility in your budget if line expenses exceed the plan?

Scope from different places

Once the guest number and possible dates have been reduced, it is important to identify the venues where the event can be held. Hotels and conventions or conference centers are some of the most popular venues for corporate events and wedding receptions, but they are not the only options.

This is a time to be creative in your thinking. Consider the following:

§  Based on the theme of your meeting, what three best places come to mind?

§  Where would your guests prefer to attend this meeting?

§  What will be best for your guests?

§  Other than a hotel, what unexpected places can increase the RSVP rate?

Find the right type of event space

The venue you choose should have a suitable space for the type of event you are planning. Will your event have a dance floor? Will you need a PA system? What about a speaker's stage or a projector screen? What kind of table setting do you need? In addition to considering these types of questions, here are some of the top-notch planning questions to ask yourself:

§  Does the event venue meet the special criteria of your program or event?

§  Can the venue accommodate your production, entertainment, A / V, sound and other technical needs?

§  Does the condition of the facility reflect the high standards of your organization?

Consider Local Services and Restrictions

In addition to finding the right type of event venue, you will want to look at the type of other services offered by the venue and determine their value for your event. Some sites will also have a preferred vendor list that you need to work from to find providers or providers for other services. Other venues have restrictions on décor or other aspects of the event itself. Some questions to ask include:

§  Does this local offer good parking or valet?

§  Does this venue offer security?

§  Does this venue offer additional services such as catering, flower arrangements, linen and table rental, etc.?

§  Does this place have a setup and cleaning crew?

§  Does this venue limit which other vendors you work for?

§  Does this place have food and drink minimums?

Consider venue reputation

A place's reputation for service is critical. This is often the difference between a good opportunity and a good opportunity. The way a venue manages its facilities, staff and customers will always be remembered. To get a feel for a place's reputation value, consider these questions:

§  What is the term of office of the conference manager, caterer or executive chef?

§  Will management treat you as a VIP client or just as one of several programs?

§  How much flexibility is the place willing to expand?

§  Do they have testimonials or reviews available?

§  Does the venue offer photos of events similar to yours?

Plan a local visit

Unless logistically and on time it absolutely occurs, every event planner must conduct a site inspection before entering a venue. Pictures can be extremely useful, but there are many aspects that can only be personally evaluated. Ask for a tour of the venue, including everything from the parking to the entrance and the venue to the bathrooms. You will be glad you did!

Incorporate customer preferences

At the end of the day, event planners must submit their local recommendations to their client (whether it is an internal client such as company managers or management or an external client) and obtain approval. The only question you ask regarding the client in the local planning phase will the client approve my recommendation (s)? To be able to answer the question with any confidence, you need to make sure that you understand the customer's expectations and preferences from the beginning.

Courtesy: best corporate event planners