Selecting the Right Event Venue

Local support
Find out if the local authorities is supportive of events of such nature. Some cities/states increases the frequency of public transportation during the event or have rebates and subsidies to help organizers defray costs.

Reputation - Is the venue popular with other planners. If not, there might be a reason and it will be useful to have a quick chat to see if their concerns are valid.

Marketing
How well has the venue been marketing itself? This will impact the perception of your attendees on the quality of your event.

Is the ambience of the venue suitable for your event? If the venue is home to families and there are children running and screaming down the hallways, it might not be suitable for business events. If you are intending to hold a celebratory event like a wedding, a venue surrounded by factories would be inappropriate.

How much you can allocate for the event will naturally have an impact on the type of location that you are constrained by as well as the day in which the event can be held.

If you like a particular location but the cost for renting the location is a little off your budget, consider hosting your event on a weekday, where the rates are usually much lower.

Location of Venue
Determine if the place is centrally located and the attendees are able to commute easily to and from the venue.

Cost of Transportation
What is the cost of transportation for the attendees. Some venue locations are cheap but it will cost the attendees a lot in terms of transportation.

Travel Time and Distance
Is the venue close enough for your attendees or do the attendees have to travel 2 hours to get to your event venue. If so, how long will it take for attendees to get to the location? If the venue is too far out, attendees might be unwilling to invest the time and money to travel to the event, unless it is a groundbreaking event.

Frequency of Public Transport
If you have selected a venue which is only accessible by car as you will be limiting yourself to attendees who are driving.

If you are hoping to attract a much large group of attendees, you should hold it at a venue where it is easily accessible by public transportation so that your attendees can get to your event a lot easier.

You will need to ensure that there are regular connections to the site via public transportation; be it by bus, train or subway.

Level of Service
Is service an important consideration when selecting a venue? A check with a few business acquaintances and suppliers will be able to provide you with some feedback on how the venue fared in terms of suitability for your kind of event and their level of service.

You should find out:
What is the perceived standards of service at the venue?
Are they prompt when need arises or it is almost impossible to find anyone when you need them and only to have them appear at the end of the event?

Accurate Diagrams
Is the venue able to provide you with accurate diagrams of its floor space? This is key to an efficient and effective space planning. Some venues come with floorplan that is drawn to scale. That makes planning alot easier as you can do all your planning in the office with the the need to perform a massive site measurement exercise.

Permits and Licences
Some venues are more particular than other. If you are organizing an event that requires fireworks, some venues might not be too keen to offer you the space. Some might require you to take up some form of insurance or permit before it is allowed.

You need to determine if the amenities in an around the venue are sufficient. If it is a business event, are there hospitality areas where the attendees can network and do business and business center facilities? If it is an event targeted at the elderly, children or handicapped, do they have the necessary amenities?

Layout
Is the layout and the floorplan suitable?

Capacity
Based on your event design, is the space large enough the expected number of attendees and whatever equipments that are required to stage the event?

Is the venue able to provide suitably sized facilities. Some venues are more flexible than others so you need to consider your needs. If it is your first time organizing an event, ensure that you select a venue where it allows you to expand or reduce the room capacity.

Amenities
Is the venue close to amenities and has the necessary facilities such as a business centre and internet connection.

Accommodation Facilities
If the event sees a lot of guests from other states and countries, you need to take into consideration accommodation facilities. Is the venue which you have chosen near a variety of hotels with sufficient room capacity and at affordable rates?

Security
If your event is showcasing expensive products, you may need to consider safety and security of the venue.

What is the perception of the attendees in terms of the security level at the venue?

Structural Impact
If you are organizing an event that involves heavy machinery and equipment, you'll need to find out about the maximum floor load and if that load is sufficient for the organisation of the event.

Storage Considerations
If your event is over a long period of time, you may need to look into storage for the displays.

Extra Conference Opportunities
Although the primary purpose of an attendee is to attend the event, the attendee will also be engaged in secondary activities such as entertainment, shopping, sightseeing, recreation and networking such as visiting local clients, negotiations, business deals, selling, making contacts, etc.

You should therefore determine if there are such facilities in and around the selected venue.

Traffic Management
If you are expecting a high number of attendees, traffic management must not be overlooked. Not just for vehicular traffic management but human traffic management as well.

Parking Spaces
Are there sufficient parking lots based on your expected attendees? And most likely you will not be the only event at the venue, so you will also need to find out what other events are being held during the same period and what is the attendee profile to get a more accurate gauge.

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