Choosing a venue is one of the most crucial decisions you have to make when planning a big event. It can affect your budget, your attendance, your branding, and your guest experience. But how do you find the perfect place for your event? Here are some of the most important things to consider when choosing a venue.
The location of your venue should be convenient and accessible for your target audience. Consider how they will travel to and from the event, and what transportation options are available. You should also look for nearby amenities, such as hotels, restaurants, parking, and attractions, that can enhance their stay. A good location can boost your attendance and satisfaction rates, while a bad one can discourage people from coming or staying.
One of the biggest lessons I have learnt over time which I was not conscious of in the beginning of my career, is to always be sure that your venue or any temporary structures you build do always cater for people with all disabilities. Your team/s should also be aware of it on how to assist for various requests. From the parking area to being able to use the toilet facilities and access food/drinks with as much ease as all other audience members.
When choosing a venue for a big event, the most critical factors are capacity, location accessibility, layout suitability, cost within budget, availability on desired dates, and vendor relationships/flexibility. Carefully evaluate the venue's ability to accommodate your expected attendance comfortably, offer convenient access for attendees, meet your specific space/facility needs, align with branding and ambiance goals, and provide reliable vendors or allow external ones. Balancing these key considerations will help ensure a successful event experience.
A primeira coisa que deve estar bem claro em sua mente é saber qual o objetivo do evento, identificar o perfil dos convidados, para ent?o adequar a necessidade do publico ao local. Deve-se considerar o quais atividades ser?o realizadas no eventos. Eventos que necessitam de som alto até horários mais tardes, como shows, devem ser realizados em áreas mais distantes de zonas residenciais, por exemplo. Localiza??o, capacidade de lota??o, horários, seguran?a, acessibilidade, equipamentos, staff s?o alguns fatores que variam de um evento para outro, por isso importante saber qual o objetivo do mesmo para se desenvolver um planejamento mais assertivo. Encontre locais onde fornecedores capacitados possam lhe atender.
Ao seguir essas etapas, você pode garantir que a localiza??o e acessibilidade do seu evento sejam organizadas de forma a atender às necessidades de todos os participantes, proporcionando uma experiência positiva para todos. 1. **Escolha de um Local Central e Acessível:** 2. **Avalia??o da Acessibilidade:** 3. **Comunica??o de Informa??es de Acesso:** 4. **Transporte Alternativo:** 5. **Estacionamento Adequado:** 6. **Parcerias com Servi?os de Transportes.** 7. **Informa??es sobre Transporte Público:** 8. **Planejamento de Rotas Pedestres.** 9. **Acessibilidade Digital:** 10. **Feedback dos Participantes:**
Consider capacity, location, amenities (parking, catering), layout flexibility, budget, ambiance, accessibility (ADA compliance), venue reputation, staff support, and contract terms (deposits, cancellations). Choose based on event size, audience needs, and your vision for a successful event.
The size and shape of your venue should match your event goals and needs. You should have enough space to accommodate your expected number of guests, as well as your equipment, furniture, and activities. You should also consider the layout and design of the venue, and how it can support the flow and mood of your event. For example, if you want to encourage networking, you might prefer an open and flexible space, while if you want to focus on presentations, you might opt for a theater-style seating.
Our events required careful consideration of both capacity and layout. Spaces were chosen to comfortably accommodate the expected number of attendees while facilitating an engaging, interactive environment conducive to our goals of merging media, health, and technology.
Capacity of the event space is definitely priority in identifying and choosing event venues. We typically plan events with an average of 350 guests for banquet style seating and sourcing venues that can take not only that seating capacity but with enough room for a large Dancefloor and for other vendors including the catering team, DJ, band or other auxiliary activities for the event. Parking & security is also priority in choosing an event venue. For corporates, making provision for rooms for breakout sessions is key do making a venue decision.
It’s very important to take under consideration the lay out of the venue. Especially if you are planning to have a stage, speakers and a focus point that you want everyone in the audience to see. Make sure that you don’t have a construction issue
Every event comes with different needs, and our job as an event planner is to convey all of them in one specific space, therefore the capacity and layout are one of the first things to consider. Is always important to have in mind the different aspects of the event, and the different types of attendees. Creating the appropriate and ruling for the perfect environment for the specific groups of people and facets of the event. The press will interact in a different way than regular guests, the same way a corporate event can not be treated as a family or more personal event like a wedding. An event for a creative industry can not be planned in the same way as a lawyer convention or the launch of an innovative product. Every event is unique.
Capacity is key, not only in needing to accommodate the number of guests as well as entertainment and activities, but also to be small enough to feel intimate and not cavernous. The flow of the space is important - guests should feel connected throughout the space but not trapped.
The facilities and services of your venue can make or break your event. You should check what amenities and features are included in the venue rental, and what you need to bring or hire separately. For example, you might need to consider the availability and quality of audiovisual equipment, internet access, catering, security, staff, and cleaning. You should also ask about the venue policies and restrictions, such as noise levels, alcohol consumption, smoking, and cancellation fees.
Ensuring the venue could support our technical needs was paramount. This included advanced audio-visual capabilities for demonstrations and presentations, high-speed internet access, and on-site technical support. A killer AV team is a must.
Event venue amenities are crucial for creating a positive event experience, enhancing attendee satisfaction, and differentiating the event venue in a competitive market. By prioritizing the provision of essential amenities, event planners can elevate the overall quality of the event, leave a lasting impression on attendees, and increase the likelihood of securing future bookings and positive reviews.
When organising catered events, you should always check whether the venue allows food and drink and whether they allow alcoholic beverages. Many venues provide their own catering services and demand exclusivity. If you want to hire external catering, it's a good idea to check in advance that the venue authorises it and has a dedicated space for a coffee break.
In my experience facilities and services rank pretty high when planning an event . Many venues offer far more amenities than you can imagine . The hour of your event and day will also reflect cost - ( sometimes ) so check flexibility of your client whenever possible
The style and atmosphere of your venue should reflect your event theme and brand identity. You should look for a venue that suits the tone and purpose of your event, whether it is formal or casual, professional or creative, elegant or quirky. You should also consider how you can customize and decorate the venue to fit your vision and message. The style and atmosphere of your venue can create a lasting impression on your guests and influence their engagement and feedback.
The venue's aesthetic plays a significant role in setting the tone for an event. For example, The HealthFront at Publicis, the Classic Car Club of Manhattan offered a unique backdrop that elevated the event, blending innovation with style. It was a new event approach, just like the content and partnerships the team had developed.
Trazendo para um ponto de vista de branding, o local do evento precisa ressoar com a identidade da marca. é importante buscar um espa?o que ofere?a ampla liberdade para personaliza??es e decora??es que amplifiquem sua mensagem (aqui vai uma combina??o de layout, instala??es e servi?os, etc). O estilo e o ambiente selecionados s?o cruciais; eles n?o apenas estabelecem o primeiro contato visual e emocional com o público, mas também têm o poder de moldar profundamente a percep??o da marca, engajamento e o feedback geral sobre o evento. A escolha certa pode transformar um simples encontro em uma experiência memorável.
Consider the mood you are trying to set for your event. A venue's style, decor, layout and lighting will initially be your set.
How the event "feels" is important. For example, our son wanted his wedding to feel fun and romantic so the venue had lots of windows and a light airy feel but also had a large dance floor and a covered patio overlooking a lake with comfortable seating for people to gather up and share time together. I would highly stress that Budget must me a factor here. There are tons of creative ways to find the right location in the right budget for any event.
The venue is your canvas! When I walk into a space, I go into an augmented reality mode in my mind and start seeing the flow of the event, decor, AV, where guests will congregate, what level the lights should be set to, I hear the music that will be playing... Unique spaces, that are often unused, can create curiosity for your guests and can often save you a lot of time, money and energy to create the right experience, whether it's the view or a unique centre piece - especially if there are features of the space that have not been seen by the gen-pop prior!
The budget and value of your venue should align with your event objectives and expectations. You should compare the prices and packages of different venues, and see what offers the best value for your money. You should also factor in the hidden costs and potential savings of each venue, such as taxes, gratuities, discounts, and incentives. You should also negotiate with the venue managers and ask for the best deal possible. The budget and value of your venue can affect your return on investment and event success.
Balancing high-impact elements with a responsible budget is a constant challenge. We seek venues that offer not just a location but a partnership, adding value through in-kind contributions, flexibility, and collaborative problem-solving.
Le conseil que je pourrais donner est de ne pas se précipiter dans la sélection du lieu pour votre événement. Prenez le temps de bien comparer les options disponibles, de négocier les prix et les conditions, et de vous assurer que le lieu choisi correspond vraiment à vos besoins et attentes. Investir du temps dans cette phase de planification peut avoir un impact significatif sur le succès de votre événement et sur votre satisfaction en tant qu'organisateur.
El elegir una locación con una buena infraestructura y ubicación permite obtener mayor asistencia a tu evento, es una reunión de varios aspectos pero sin duda la accesibilidad es un factor importante: vías de acceso, transporte, parqueaderos disponibles, zona central, lugares de alimentación, seguridad, entre otros.
If you organise events for NGOs, always ask for quotes indicating that you are a non-profit organisation to find out if there are any discounts or offers. Often venues with more visibility offer this type of discount to NGOs, which allows them to organise the event with more visibility and in a more professional manner. It's a question of balancing the budget with what you save on renting the space, investing in good catering or support material.
Na minha experiência devemos come?ar analisando a aderência do público alvo a tal lugar. N?o adianta nada locarmos um local perfeito logisticamente se o público alvo n?o se identifica com o espa?o. Pontos importantes s?o; - A planta elétrica do local, se ela atende as necessidades do evento. - Ilumina??o, dependendo do horário do evento -Necessidade de equipamentos extras como gerador sistema de luz e de som -Acessibilidade, se é necessário alguma adequa??o para que o espa?o possa receber todos com conforto -Recursos, tanto humanos para trabalhar no local quanto financeiros
The reviews and reputation of your venue can give you an insight into the quality and reliability of their service. You should research the feedback and ratings of previous clients and guests, and see what they liked and disliked about the venue. You should also look for testimonials and referrals from trusted sources, such as industry peers, partners, or media outlets. The reviews and reputation of your venue can help you avoid unpleasant surprises and ensure a positive event experience.
It is important when it is time to contract the site. To see if the owner is reliable and if the place is really in good condition.
As the communications advisor for an NGO with little visibility, I soon discovered that the site where we organise events is of the utmost importance. The media are more likely to give the event more prominence if it's held in a venue with a bigger name or reputation and where other organisations with more visibility have already held events. It's one thing to hold a congress in the pavilion of some highschool, but quite another in the congress centre of the Calouste Gulbenkian Foundation.
I enjoy working with venues that are liked by my potential guests; events have many moving parts and a venue that follows through is very important!
Além dos pontos mencionados, aqui est?o algumas outras considera??es importantes: Seguran?a e Sustentabilidade: - Plano de seguran?a atualizado e equipe treinada. - Sistemas de seguran?a adequados (extintores, cameras, etc). - Práticas sustentáveis (reciclagem, uso eficiente de energia e água). - Compensa??o de emiss?es de carbono. Conectividade e Clima: - Wi-Fi gratuito ou pago para participantes. - Local adequado ao clima e condi??es climáticas. Restri??es e Cancelamento: - Ciente de restri??es do local (horário, som, capacidade). - Políticas de cancelamento e op??es de seguro. Ao considerar estes aspectos, você estará mais apto a escolher o local ideal para o seu evento.
Depending on the type and the length of the event, whether there will be 'food service': Catering or bring your own brown bag? Cocktails or a sit down menu, dancing and drinks or snacks provided or for sale? Who can eat and who cannot? Food can make or break an event. Accessibility: Depending on the guests, be sure everyone will have access into the event. Security: Watch out for party crashers and if necessary, outline a strategy for every conceivable thing that could happen. Be prepared.
-Estruturar equipe de especialistas (Coordenadores de equipes) -Equipe de apoio (Integrantes das equipes) -Acompanhamento frequente dos fornecedores -Acompanhamento frequente das atividades das equipes -Inscri??es em plataforma segura e prática -Marketing do evento
Make sure you know: everything that can go wrong will go wrong. So, make good planning to expect the worst so you will be prepared to a live action.
Que no se nos olviden los gastos hormiga. ?Vas a necesitar bolígrafos, folios, post-its, colgantes para las acreditaciones, etc.? Prevelo y mételo en el presupuesto inicial. Cualquier asunto que no esté contemplado y firmado por el cliente, correrá de tu cuenta.