What are some effective ways to select event venues?

From a strictly AV point of view, selecting one venue over another could save you in the upwards of 50% in your AV bill and it all has to do with charges related to union vs non-union labor, rigging, power, wifi, space considerations, how close to a major airport, how remote is the venue, just a few things you're going to need to know prior to signing that contract, pior to even having a conversation with your AV partner.

Start from the end, what is the outcome of the event and what are its objectives and then work you way backwards based on what your logistical and technical requirements are.

The first step to having the best event well organised is to define the objective of the event: Is necessary to have a clear plan of what you want to achieve with your event. What is the purpose, theme, and message of your event and targets As such, you must understand the Event Requirements: Clearly define the type and purpose of the event. Consider the number of attendees, the layout needed, and any special requirements like stages, sound systems, or catering areas and media coverage .

Location is number one! You need a venue that people feel safe to go to and to know they can park their cars without worry. Staff who work there need to be welcoming in such a way that it feels like home. Equipment in the venue needs to be current and functional. People will always remember effective and seem-less catering, even though it may have been a catering company, most people always associate it with the venue. The venue needs to be able to adapt to the look and feel of the project by being extremely flexible in honouring the brand of the day! The venue owner needs to be both charismatic and yet non intrusive but present the venue with extreme pride! That always adds to the personal touch.

1. Define Event Needs 2. Budget Considerations 3. Location 4. Capacity and Layout 5. Amenities and Services 6. Ambiance and Style 7. Reputation and Reviews 8. Visit the Venue 9. Contracts and Agreements 10. Permits and Regulations 11. Flexibility 12. Enhances Event Experience

Leverage Local Expertise: Consulting with local event planners or entertainers can provide invaluable insights. As an experienced magician with over 7500 shows, I have extensive knowledge of venues in the Bay Area. I've even curated a Yelp collection of restaurants with private rooms, which is ideal for magic and dinner shows for corporate clients. Check Venue Availability and Amenities: Ensure the venue is available on your desired date and has all the necessary amenities, like audio-visual equipment, parking, and catering options.

Consider any deal breakers you have. Ex: If you need specific accommodations, seating arrangements, AV, dietary restrictions. Make sure to ask throughout your search so you know the venue will be able to accommodate.

The search for and selection of a location is always a process that is individually tailored to the event. The planning process of the event is crucial here. I have already experienced several scenarios here. One example was that we were provided with a finished, globally rolled-out event concept and therefore had to find a location that was suitable for the concept, including the technical and trade fair construction requirements. Another example is that we started with a participant size, location and date and the concept only developed in the course of planning. Flexibility in terms of location and agency was therefore a decision criterion.

As a Decorator another thing you need to check is for any restrictions on the type of decorations they allow. For example, I have seen some venues where their fire detection systems were so sensitive they did not allow helium balloons as they could trigger the alarms. Also some venues have strict policies on where and how decorative items can be attached. I had one venue tell me that I was not allowed to attach balloons to a column where I had an agreement with my client to do so. This led to the venue manager having some rather strong words with my client.

Use Online Tools and Referrals: Start with digital platforms for options, and ask your network for personal recommendations. Examine Reviews: Look at past client feedback for insights on service and facilities. Key Aspects: Focus on location, accessibility, size, layout, amenities, and services. Ensure they fit your event's needs. Costs and Value: Request detailed quotes to avoid surprises and compare venues for best value. Policies and Restrictions: Check for any venue rules that might impact your event (like catering or decor restrictions). Site Visits: Essential to assess suitability and logistics.

Double check hidden costs you may not have considered and negotiate in - set up night before - crew food - water - wifi - room drops The price soon adds up

Don't fix all your gaze and plans on one venue. Compare and negotiate. Flexibility and Backup Plans: Check the venue's flexibility in case of unforeseen circumstances like weather changes (for outdoor events) or a shift in attendee numbers. Having a backup plan is always advisable. Negotiate Terms: Once you've selected a venue, negotiate terms that are favourable for your event. This could include pricing, cancellation policies, and any additional services.

-Inquire about customization options within your budget. Some venues may be willing to tailor packages to better suit your needs. -Thoroughly understand the terms of the contract, including cancellation policies and payment schedules. -Establishing a positive relationship with venue managers can lead to better cooperation and assistance during the planning process. -Start negotiations early in the planning process. Venues may be more willing to offer favorable terms if they know you are considering multiple options. -Identify your non-negotiable requirements and prioritize them during the negotiation process. This ensures that critical aspects of your event are adequately addressed. -Be aware of any additional fees.

Well this is a odd question, but here goes. 1) venues are fixed geographically so… first figure where you want to be. 2) use in like directives to compile a listing of all venues that meet your size, style, parking, F&B and budget ( not an inclusive list) 3) create a list of emails contacts for said venues above. 4) using that list send email explain what you are doing at the venue… and ask for all pricing and fees associated with using the venue. Confirm the dates you need are available. Ask any question specific to your needs. 5) get email / phone responses from venue.. narrow down to best choices based on your needs and price. 6) if at all possible Dona site visit to insure its really what you need/want Make an offer

Auch Stornierungsbedingungen/Veranstaltungsbedingungen sollten gut geklärt werden z.B. bis wann die Teilnehmerzahl gemeldet werden muss (falls dies Kostenrelevant ist bei einer Tagespauschale beispielsweise) oder wenn die Veranstaltung abgesagt werden müsste wie hoch die Stornierungsgebühren sind.

Visualizing the event means seeing it run end-to-end. Imagine a visual representation of an elegant corporate event held at a luxurious venue. A small stage, equipped for presentations with a sound and projection system, is also visible. Alongside, you can see a catering area offering an array of gourmet food and drinks. The attendees, dressed in formal business attire, are either engaged in conversations or seated at the tables. The overall ambience of the event.

To visualise means to virtually create the event in our head. As venue selection follows the concept and planning hence we must imagine the scale of the event, footfall, elements, design, layout, etc which in turn makes it easy to select a venue from the options in hand. Once we have locked in a few selections then we can start thinking about the resources and pin pointing on one venue depending on negotiations and availability.

In my opinion one of the best ways to visualize your event is to create visuals. This is easy to do, using photos of the venue, and photo editing software, that can even be free. You can even hire someone todo this if you wish to have it at a high level for presentation to others, like the stakeholders in the event. But a full professional photo is not needed, just a basic one works just as well.

Quel aménagement avez-vous besoin pour que l'espace soit le mieux utilisé/rentabilisé? Avez-vous besoin d'une scène? Quelle grandeur? Quelle utilité aura-t-elle? Avez-vous besoin d'un système d'amplification et de lumières et/ou d'un projecteur? Est-ce inclut dans le prix de la salle? Comment aménager la salle? Est-ce un évènement assis ou debout? Si c'est assis, combien de tables et chaises allez-vous avoir besoin et quelle sera la configuration (selon l'espace). Avez-vous besoin d'un technicien de soorisation et d'éclairage? Comment les gens vons s'inscrire et quel sera le système de vente de billets utilisé?

Layout and Setup: Imagine the arrangement of seating, stages, and other essential elements. Lighting and Sound: Consider the venue's capabilities and how they'll impact ambiance and acoustics. Décor and Branding: Plan how you'll incorporate event themes and branding within the space. Flow Management: Think about attendee movement, registration processes, catering areas, and security checkpoints. Contingency Planning: Prepare for unexpected scenarios like weather issues or emergencies. Venue Visit: Do a physical or virtual walk-through to ensure the space aligns with your vision.

Gather Stakeholder Feedback: Seek opinions from your team, speakers, sponsors, and attendees for diverse perspectives. Evaluate Venue Performance: Monitor how the venue and its staff meet expectations and handle situations. Collect Data: Use surveys, feedback forms, and direct conversations to gather attendee insights. Analyze for Improvement: Review all feedback to identify areas for enhancement in future events. Implement Changes: Apply learnings to improve event planning and execution continuously.

Create a comprehensive brief of all venues options that would work for your event. Include the pros and cons of each of the venue and estimated cost. Be sure to discuss sleeping arrangements, food and beverages, and local area attractions. I like to create a matrix on one page so that decision makers can quickly synthesize my findings after we have discussed each venue. Listen to their discussion and answer pertinent questions. I typically like to have complete buy in by the host for the venue so this is your chance to discuss details, your recommendations, and their concerns or questions!

Be sure that your event will be a success, keeping in mind these bullet points: > Number of people (and the budget ofc!) > Easy access to the location > Security > Sustainability > CRS > The right Marketing strategy > Check the date you'd like to set up the event to be sure you will have no conflicts > Keep 5% of your budget for unforeseen > Be ready for for disassembly

Do not forget feedback from your venders as well. Many event venders such as the stage crew, sound techs, and in my case balloon artists, will have had experience at the venue from before, sometimes many times before. There input can be invaluable on how to set up, what works best etc. Also an experienced vender and make suggestions for the best look and sound of the event.

It won't hurt to utilize post-event surveys to gather feedback from attendees, clients, and even your team. Analyze the responses, identify strengths, and areas for improvement. Treat feedback as valuable insights, continuously refine your strategies, and aim for an even more efficiently run and effective event next time.

Remember to also have a post event feedback session with different stakeholders. Create a list of positives that should be ensured in subsequent events; and also the shortcomings and challenges that can be improved upon.

1. Determine the event's purpose: Knowing the event's purpose will help you determine the appropriate size, location, and amenities required for the venue 2. Set a budget: This will help you narrow down your options and ensure that you don't overspend 3. Consider the location: Ensure that the venue is easily accessible for your guests and located in a convenient area 4. Check the capacity: Make sure the venue can accommodate your guest list comfortably. A venue that's too small will make your event feel cramped and uncomfortable, while a venue that's too large will make it feel empty and impersonal 5. Look for versatility: Choose a venue that offers versatility in terms of layout and amenities ENJOY 😃✨️

It's ALWAYS better to start off small. If you are hoping to grow and continue your event, remember that you are GROWING. A smaller space that is filled to capacity will always feel more successful to your audience than a large space with the same amount of people. Remember that your audience reception is what will secure them into not only returning for future events, but will also secure the strongest and most affordable advertising available, word of mouth!

The key points to determine which is the best location to hold an event is to take into consideration the number of people you expect to receive and the budget you have. Other important points to consider are: if the place needs a lot of adaptation or decoration that can greatly increase your budget, the state of the bathrooms, lighting, doors, accessories and last, but not least, the availability of the place, which must be verified in advance.

Ensure you understand what auxiliary costs you may face with each venue. A hotel banquet center will likely include tables and chairs, but for specialty venues, you may need to bring in the raw resources for your event. These costs can add up quickly and may reduce the ability to maximize the overall benefit of a specialty venue. It is also recommended that you research any permits required to operate an event in the venue. It is important to step back and get a complete view of all the costs that are associated with a particular venue.