HOW TO FIND THE PERFECT EVENT SPACE

In this modern world, events are ever-changing, transforming and developing to make it a memorable experience for the attendees. While organizing the event, the first decision you take is of finding a perfect event space. Deciding the best event space or venue is the most critical part of any event’s success. Be it choosing the right place or giving the best attendee experience, everything depends on the event venue. It is very intimidating, isn’t it? Not to worry! We have a roadmap that will make this process a little less taxing.

In this blog, we reveal certain tips for you to use in making the best decision while picking your event space. Follow the below-given stages to have a successful event:

STAGE 1: DESTINATION SELECTION

One of the most important things in the event industry is shortlisting the destination. It is important to identify the locations the event can be held at. Get as creative as possible according to the kind of event it is. Consider the below questions while selecting the destination:

• What type of event is it a small gathering or a big conference?
• Based on the type, define the goal of the event. For example, can you hold an event at a resort for doctors?
• What are the attendees like? What kind of attendee experience will they appreciate and enjoy?
• What will be the cost and budget of hosting an event in this specific location based on the overall requirement?
• What form of security is available at this destination?
• Are there any proper conference rooms, cabins and set infrastructure that will be necessary basis the scale and type of the event?

Answer all these questions to lock down the perfect destination for your event.

STAGE 2: VENUE SOURCING

After shortlisting the destination, it is now time to check the variety of services the destination/venue offers. Some venues have set vendors for any event that happens at that location. You need to coordinate with those vendors and suppliers for any services required for the event. Some venues might have décor limitations or anything else. Ask yourself these questions to make optimal use of the venue.

• Do they offer anything unique?
• Do they provide parking spaces?
• Do they provide any additional services other than the regular?
• Do they restrict any specific vendors and suppliers?
• Do they have any food or beverage policies/restrictions?
• Do they provide Wi-Fi?

STAGE 3: EVENT FLOW DESIGN

After you have successfully found your ideal venue, it is now time to design the event, utilize it to the utmost and maximize attendee traffic and ability to move from one part of the venue to another easily. After carefully narrowing down your venue selection, create an illustrated floor plan for the smooth functioning of the event. Know the answers to the below given questions for a successful event flow:

• Depending on the space, what do you need to build for the event? Is it a dance floor, some quiet lounge room or conference/meeting room?
• Figure out the functional hierarchy of the event space. According to the type of event, do you need to create any structure? What are the key highlights of the event that you must intend to draw audience attention to? List down the tasks as per their priority quotient and accordingly tick them off the to-do list.
• Does the event space offer any emergency exits and protocols? Check with the venue about these security measures and review the entire layout of the venue for safety reasons.

Carefully plan out the event flow and double-check everything with regards to the flow of the event.

Conclusion:

The venue needs to be powerful, space that magnifies the mood and vibe of the event. Moreover, it has to attract more attendees and create an impactful experience. So, take these above tips, sprinkle it with some technology and you’ll make the best event space choices.