At first blush, this might sound difficult, but it can be fun, too.
In order to come to a decision on the best event space venue for an event, which is critical for your event’s complete success, it is important to know the needs of the firm or hiring agent. Once you have identified the type of event space you want and the purpose of the event, many factors still have to be considered in venue selection. Important of course is first to checkout and visit the site first hand.
Here are some guidelines:
Identify dates. Make sure to check the calendar accurately because timing will influence many decisions. Then ask yourself questions like when exactly are your guests most likely to arrive? And what available space can be held for these guests?
When is the most likely date to hold the event? Once these are answered it' is important to identify the available locations where the event could be held. A hotel equipped with all the needs of an event, is usually the most popular event space where organizations hold meetings and events but it is not the only option. This is a time to be really creative. Then based on the theme of your meeting, what best locations come to mind? Evaluate from your experience where guests would prefer to attend among all the available places?
Try considering venues other than a hotel that could possibly increase the rate of participation, or attract attention of would be participants.
Search for the appropriate event space. The venue must have the appropriate space that will comfortably fit the type of event you plan to hold. Does the event venue meet the special criteria of your program? Can it also accommodate your production, entertainment, audio-visual, sound, and other technical needs? Does the overall condition of the facility jibe with the high standards of your organization?
Food & beverage definitely are of major importance as the business meeting topic itself. Although people do not attend events with getting a free meal foremost in their minds, they would still prefer to leave an event feeling satisfied with a sufficient menu. One better take the utmost of care not to have negative feedback due to food or choice of venue, for his reputation will follow the event planner for a long time and could affect his track record.
Should it be buffet or sit down meal? Both have good and not so favorable points so it is incumbent on event persons to make a mature experienced decision which one to choose. Imperative also is the kind of religion some participants may adhere to and their dietary restrictions. Will these special attendees be pleased with what will be offered by way of food?
Calculate your budget. With a generous outlay of a budget, one can better plan an event that can be great. An event planner can always plan a great event with a generous budget.
Event planning for narrow spaces and other requirements can be fun and in demand if properly handled by an experienced event planning consultant.