Choosing the right venue is crucial for the success of your event. With so many factors you need to consider, it can be challenging to find the ideal location for the occasion. Apart from the budget, there are other things you need to have in check. Here are a few things you should evaluate when selecting a venue or location for your next event:
The first thing you need to know is the capacity of the venue. Make sure that the location is big enough to accommodate your guests. Consider comfort as well. This means that there should be leeway when inquiring for the venue’s capacity. For example, if you’re expecting 100 guests, the location should at least hold 150 to 200 people.
Keep in mind that there is a slight difference between capacity and the physical size of the venue. You need to be more specific with your inquiries. You can ask questions such as: How tight will be the seating? Can people move around freely without any discomfort or hassle? Is it cozy and spacious? These are things you should consider when looking for a venue.
Another important thing you should prioritize is accessibility. As much as possible, the venue should be in close proximity to their homes or offices. In case majority of your participants are coming from out of town, you might want to consider a location near the airport or bus station. The key here is to make it as stress-free as possible for your attendees going to your event. Some companies even provide transportation services when hosting a corporate event. In addition, include the location map to the invitation. Provide landmarks so that they can easily find the venue.
Check out the amenities they offer. There are several event spaces in New York City with world-class studios and complete production facilities. Choose the best venue that can accommodate your needs. Ask the person in charge if they have a maintenance crew so that you can hire in advance. Discuss if there are extra charge in case you need to use their equipment. If possible, get a breakdown of their individual rates to avoid disputes upon payment.
Mood or Ambiance
While you can always modify the venue with decorations and table arrangements, it is still advisable to choose a location that suits the event theme. Find a venue that requires only minimal work. For sure, you can find a place that can easily create the mood or ambiance that you’re aiming for. This can help reduce your expenses as well.
A venue with a decent parking space can be one of your deciding factors. If that’s not the case, there should be at least parking lots nearby. Try to make early reservations for your guests. If possible, rent the entire parking lot. Negotiate with the rates and time slots. Discuss the policy with the person in charge and advise your guests about the agreement.
These are just some of the few things you should have in check when choosing a location for your event. Conduct an ocular inspection to see your prospect venues. If you have concerns, never hesitate to ask them.