Choosing An Event Location? What You Absolutely Need to Know.
How to Choose a Location For Your Event
Planning your event might seem overwhelming, there’s a lot that needs to be addressed from licenses and applications, to making sure the bar is stocked and ready. But, before you even begin to put in orders and line up your talent – you need to choose the perfect location.
Where you decide to hold your event affects everything – the number of tickets you can sell, the types of artist you can book, and even the sort of people who will be able to attend. The type of venue you book can make the difference between the success or failure of the event before it even starts.
Just as the saying goes, when everything’s said and done, it’s all about, ‘location, location, location.’
Top 10 Important Points To Help You Make Your Decision
What Type of Event are You Holding?
One of the most important factors that will influence your decision on a venue is the type of event that you’re putting on. You need to consider how many tickets you are planning on making available, what sort of clientele will be attending, and when it will be going ahead.
Your venue needs to match the needs and expectations of your customers, as well as the requirements of your event.
Where is The Venue Situated?
There are a few different things to consider when looking at where your prospective venue is located – it needs to match the tone of your event, and – unless you’re planning something ‘hidden’ then you need a venue that is easily locatable – both online, through services such as Google Maps, and by Satnav or GPS. If people can’t find you, they won’t come.
The reputation of the Location
Look at reviews and news articles about the venue and the surrounding area – it is important that you know what sort of place you’re looking at.
Do they have a history of poor events, or are they well known for being ‘the place to be’.
Do they have a reputation for problems? Will your audience feel safe, and want to attend?
It is important that you look at the reputation of the location and the surrounding area, as well. Looking at current trends and customer expectations will help you decide on a venue that is relevant and somewhere the audience will be excited to attend.
Parking and Accessibility Concerns
A serious consideration when looking at venues is the parking capacity, and the availability of public transport.
If you’re hosting an event for 1,000 and there’s only parking available for 100, then you’re going to have to either look at surrounding public car parks and their availability or consider issuing ‘parking vouchers’ for priority customers. This may provide a temporary fix – but it will be off-putting to those that want to drive up, and aren’t guaranteed to find a parking spot.
Public transport needs to be reviewed as well – how well is the venue connected to these routes, what is their timetable like, and will they be able to handle the number of visitors you’re seeking to attract? Your customers will want to know that they can reach the venue and attend your event without having transport problems.
Accessibility is also a major concern – is the venue disabled friendly? Are there steps to the entrance? Is there room for a large number of people to safely queue outside?
The Maximum and Minimum Capacity of the Venue
Some venues will only allow bookings that meet a minimum number of attendees, and for health and safety/insurance reasons, they will also have a maximum capacity. You need to pick somewhere that meets your requirements.
A layout of the Interior
Is there space for your event to take place? Is there a stage already in place? How much room is there for your acts behind the scenes? Is there room for your specific audience? Are the toilets easily accessible – are there enough to cope with the crowd size?
Ambiance, Décor, and Acoustics
Does the location match the theme and tone of your event visually? Does the location add to the atmosphere and experience that you are offering your guests?
What is the décor like? Does it add another atmospheric element – or does it put you at risk of fines and damage costs?
You also need to determine what the acoustics of the location are like – whether you’re holding a music event, a play or a public speaking – if the sound is muted, muffled or distorted, your audience will be unhappy, and your reputation will be damaged.
Insurance and Legal Coverage
Does your potential venue have up to date insurance and relevant certifications – such as health and safety, fire safety, and a license for alcohol?
You are responsible for your guests, and you need to make sure that not only do you have all the correct licenses and legal requirements met but that your venue does too.
Services and Amenities Offered
When you book the location – what services come with it? Do they provide lighting, chairs, bartenders, security, etc. – or do you need to arrange this yourself?
Cost and Availability
Your choice needs to fit your budget, and it needs to be available on the day/s and time/s you require. After checking availability, you need to look at the total costs – what services are included in the quote, and how much do additional ones cost? Are any applicable taxes included in the total, or are they to be added on? These factors need to be considered to ensure your event stays on budget.
When you put on an event, you are tying your reputation to the venue – so you want to be absolutely certain that they’re reputable, reliable and relevant. You want your event to run perfectly, and issues with the venue should not have to be a concern on the night.
By carefully doing your research and choosing a location that exactly meets your needs, you’ve got the solid foundations for a successful event.