There are indeed many aspects that can make or break your event, and if you are planning an event with a lot riding on it, then you know that you need to plan it right. Amongst all the different things you have to think about – including the food, entertainment, guest list, activities, and so on – you also have to think carefully about the venue, as it can significantly define how successful your event will be. It is definitely important to select the proper venue for your event, but why? Here, your top questions are answered.
The cost of your venue will have an impact on your budget
First of all, the overall cost of your venue will have a direct impact on your budget. All events will have a budget, and the venue will cover a lot of your budget for sure. For most event planners, the venue cost is the biggest cost they have to contend with when it comes to their event. This is why it’s essential that you take a look at different venues and compare their costs, but not only this, consider what comes with the package as well. For instance, does the package include the catering, technology, and AV equipment, and does it come with meeting rooms (if you need them)? Or will they be extras? If they are add-ons, how much more do you need to spend for them? It’s important to weigh the cost of the venue versus whatever else you need so you can make the right choice.
Venues look different at different times of day
Another crucial aspect to think about is how the venue will look at different times of the day. Do you have a daytime event or a nighttime event? It’s something that many event planners overlook, but it is essential. You would want to visit your prospective venue at different times of the day so you can get a good idea of how your guests or attendees will see and experience it during your event, particularly if your event lasts for the whole day or is an overnight meeting or weekend conference.
Consider your needs for outdoor activities
You also need to select the proper event venue if you have outdoor activity requirements. If you need an outdoor space for your event, it follows that the venue you choose should have the proper outdoor space as well. For instance, do you want to have an outdoor space for an evening party or cocktails? How about a luncheon? When you visit the venue, you not only have to look at the availability of outdoor space – you also have to consider how busy the space becomes during this time and how it may possibly interfere with the success of your event or the activities you have planned.
The relevance of the venue to your event
It’s also important to think about the relevance of the venue to your event. For instance, if you are planning a cocktail party, you may want to choose between a pub or bar, or even a brewery or winery. If you are planning a business networking event, you may do well with an urban bistro or a rooftop bar. For a historical or cultural event, you may want to think about a museum or a historical building; the list is seemingly endless if you think a bit outside of the box. Good luck!