Choosing Your Venue - Top 5 Tips

Planning an event is exciting. You have the idea and instantly visualise it, imagining yourself on a big pedestal for organising the party of the century.

But unfortunately, the reality can be quite different. Having a vision is one thing, pulling it off is another. If you've never attempted it before, there's a lot to consider.

After deciding on a date, the first thing you need is a venue. Here's 5 top tips to help you get it right.

1 - Location, Location, Location!!!

This may seem obvious but actually, the right location is your number one priority. You need to consider;

• Public transport - Is it easily accessible to everyone?
• Suitability - Depending on the type of event, choose the most appropriate venue. Don't spend a fortune on a 5 star hotel for a 2-hour training session. Having said that, don't book out a local band club for a big awards ceremony.
• Lighting - If it's a day time event, think about how much natural light there is. Booking a venue with great natural light could really bring it to life.

2 - Rates

Get your negotiating head on! You should very rarely have to pay the standard rate for a venue. There's always negotiating to be done. A lot of venues will charge in the following forms;

• Day delegate rates. This is a fee you will pay per delegate including refreshments.
• Room hire and pay per head for lunch.

Don't be fooled! A venue will quite often quote one but the other will work out to be cheaper so make sure you get a price on both.

3 - Equipment

It's really important to ask a venue what equipment is included. Don't assume they have it and don't assume they won't charge you to hire it. Make a list of what you need and make sure it's on your "ask" list.

4 - Visit the venue

Always visit the venue. This is where so many people get caught out. They look online, check out the pictures and assume it's the ideal place but the reality can be different. When you visit a venue, there are things to look out for;

• Does it look like it does online?
• What is the service like? Go have lunch or grab a coffee
• Are the staff smart?
• Does the events team communicate effectively?
• Do the people dealing with your enquiry instill confidence in you?
• Look around every possible room. Make sure you are getting the right deal!

5 - Don't be afraid to ask for help. If it's all too much, find an event planner who can take the stress away. They don't have to cost the earth but they will be worth their weight in gold!!

Above all, if you do go it alone, try and enjoy the planning and build up and when it's done, give yourself a pat on the back for a great job done!!!