When it comes to planning an event, selecting the right venue can make or break the entire experience. It’s one of the most critical steps in the process, and getting it right from the start is essential. So, how do we ensure you choose the perfect venue for your event? Let’s break it down!
Step 1: Lock in the Dates
The first thing we do is check the availability of your preferred venues. Since venues often juggle multiple clients at once, securing tentative booking dates early is crucial. This way, we avoid the stress of finding out that your top pick is unavailable when you need it most.
Step 2: Consider the Guest Count
Knowing how many people you’re expecting is key to selecting the right space. You’ll want a venue where your guests can comfortably mingle, network, and sit during meetings or meals. Too small, and it could feel cramped; too large, and it might feel empty.
Step 3: Identify the Type of Event
Is your event a corporate retreat or a workshop? The nature of your event will significantly influence the ideal location. For example, a company retreat might be better suited for a venue in a quiet, relaxing environment outside the hustle and bustle of the city.
Step 4: Venue Analysis Matrix
This is where the magic happens! We gather all the data for a variety of potential venues that meet your event’s criteria. This matrix helps us give you exclusive insights into which options align best with your needs and narrow down our decision to the right fit. Here are the some of the elements we include in the matrix;
Destination Analysis – We assess the excursion options, weather conditions, key selling points, and popular hotels in the chosen location.
Space Availability – We evaluate the availability of the venue on the specified dates, the capacity of its meeting rooms, and its menu/conferencing pricing.
Payment Plans – We review the payment options provided by the venue.
Lighting – We include whether the rooms have access to natural lighting.
Venue Setup Hire – We provide ratings for hiring a venue during the setup days.
Accessibility by Road/Air – We analyze the distance from the airport to the venue by road or air and provide their ratings.
Accommodation & Transport Logistics – We check room availability, as well as lunch and dinner supplement options.
Event Planner Comments – We highlight the venue’s pros and cons based on expert insights.
Step 5: The Right Fit
With your preferences in mind and our expertise, we work together to narrow down the ideal venue that’ll serve your event perfectly. This is where we make sure it checks all the boxes!
But we don’t stop there! Once we’ve identified the perfect venue, it’s time to take a deeper dive. Here’s how we ensure everything’s up to par:
Venue Visit & SWOT Analysis
Before anything is set in stone, we head to the venue for a thorough evaluation. We want to get the full picture and ensure every detail aligns with your vision. Here’s what we look for:
Surroundings & Exterior: We assess the venue’s surroundings, exterior, signage, and general upkeep. It’s essential that the first impression matches your event’s vibe.
Meeting the Contact Person: Having a supportive, collaborative venue contact is crucial for smooth planning and execution. We make sure you have someone reliable to work with throughout the process.
Venue Walkthrough: We take a close look at the venue’s actual capacity, space layout, ambience, lighting, flooring, and more. If any additional support is needed, we note that too.
Facilities & Amenities: We check out the AV equipment, cleanliness of restrooms, and proximity of event spaces. If your guests are staying at the venue, we inspect amenities like gyms, pools, and anything else that’ll enhance their experience.
Accommodation: Comfort is key! We make sure your guests will have cozy, convenient accommodations to make their stay enjoyable.
Security: We review the venue’s security protocols with their team, ensuring a safe and secure environment for everyone.
Accessibility: We check for accessible entryways, elevators, ramps, and parking to ensure an inclusive environment for all guests.
Final Briefs & Updates
Once we’ve done our thorough walkthrough, we compile all our findings. We brief the venue on any areas that need attention and update you on key takeaways. This ensures we’re all on the same page and sets your event up for success.
At the end of the day, your event matters to us. We leave nothing to chance, because we know that selecting the right venue plays a pivotal role in ensuring your event’s success.
Need help with your upcoming event? We’re here for you. Contact us today for a tailored proposal and let’s make your event unforgettable!