Keep following things in mind while selecting venue for your event:
1) Target Audience/Guest Size
It means number of people you are expecting to attend your event. Make sure that your venue can easily accommodate your expected target audience. Your venue should not be too small or too large for your guests. If too small, then your guests will feel discomfort. If it is too large then you will unnecessarily end up paying more for the venue. Get firm indications whether guests plan to attend your event by sending R.S.V.P clearly printed on the invitation.
The term R.S.V.P is a French acronym. Its meaning in English is 'Please Respond'. If R.S.V.P is printed on the invitation then the invited guest is expected to tell the host whether or not he/she is attending the event. Since many people don't understand the meaning of this term or don't bother to reply back, it is advisable to individually call and ask your guests about there plan to attend the event. In this way you can get quite accurate idea of the guest size which will help you in deciding food and beverage quantities also.
2) Target Audience Status
If you target audience are rich people then your venue must be a five star hotel or resort and all the services provided during the event must be of very high quality.
3) Target Audience Convenience
Select venue according to target audience convenience. Your venue should not be very far from the place where majority of your target audience live. Your venue should have proper lighting and ventilation. It should not be in a noisy or polluted area. It should be absolutely neat and clean and free from any type of infestation.
4) Climatic Conditions
Keep Climatic conditions in mind while selecting a venue. If you are going to organize an event during rainy season or during peak winter then selecting an open-aired venue is not a good idea. Always try to organize indoor events if possible as there production cost is lesser than the outdoor events.
5) Venue History
Before hiring a venue check out the history of the venue. Find out how many events have been organized in the venue so far. In this way you can find out whether or not venue and the staff there is event friendly. This will help you immensely when you later organize event there as you will have to do less amount of work in making the venue suitable for the event. If venue has noise ordinace problems in the past like neigbours calling the cops to shut down the event, then it is not a good idea to organize event there especially outdoor event.
6) Venue Services
7) Venue Fees
8) Venue Inspection
If you will go as an event manager to a venue for inspection you will be shown the venue as an ideal venue for organizing your event. So best way of inspecting a venue is to check-in there as an anonymous guest, stay there for 2-3 days and deliberately use all the services provided by the venue. Make sure Air Conditioners, fans, water tabs work properly, elevators are operational. There is adequate lighting and ventilation. Check out for sanitation and infestation. Find out how helpful, courteous and professional is the venue staff. Check out whether or not the venue has a noise ordinance in the area where it is located? If yes? At what time is it enforced? E.g.: 10:00PM, 11:00PM. Check out whether or not security is provided in the parking lot and how is the law and order situation in the area where the venue is located. Make sure that the venue suits the event theme.
9) Amount of Work Required
On the basis of venue history, services provided by the venue and venue's inspection determine how much work is needed to be done to make the venue suitable for your event. Select a venue where lesser amount of work is required to be done. Lesser the work, lesser will be the production cost of the event.
10) Contracting the Venue
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