innoVia Venue Considerations

InnoVia is committed to ensuring every event runs seamlessly by conducting thorough site visits and keeping detailed notes on each venue. Our 14-point checklist covers everything from room height and loading dock restrictions to negotiating in-house AV exclusivities, leaving nothing to chance. We are always ready to assist with any venue considerations, facilitating every detail to deliver exceptional events.

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Location and Accessibility

Location location location. Consider first where your attendees are, how they are getting there, and where the venue is versus the airport. If local, consider things like parking, traffic, or valet charges. Where will attendees be staying? How easy is it to get from sleeping rooms to the venue?

innoVia is always willing to help you think through these logistical challenges when planning your meeting. In fact, it’s part and parcel of our process. Our own crews have to make this journey as well and we leave nothing to chance.

1. Proximity to Attendees: Choose a venue that is conveniently located for the majority of your attendees, considering transportation options and travel time.
2. Public Transportation: Ensure the venue is accessible via public transport if many attendees will be sleeping off site.
3. Parking: Check for ample parking space or nearby parking facilities if local.

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Capacity and Layout

How many people will be attending? It’s important to get your mind around how big of a room you will need if all attendees are in the same room at once, such as in a keynote. Where are the rooms located within the venue? Basement rooms may be a non-starter if you are looking to be ADA compliant. Configurable rooms, such as those with airwalls, are always a big plus as well.

innoVia keeps detailed notes on every venue we work. Please feel free to ask us about capacity charts, airwall configurations, or agenda planning for room flips.

1. Capacity: Ensure the venue can comfortably accommodate your expected number of attendees with room for growth.
2. Layout Options: Look for flexible spaces that can be configured to suit your event’s needs, including breakout rooms, general sessions, and expo areas.
3. Accessibility: Ensure the venue is accessible for individuals with disabilities.

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Technical and AV Requirements

In-House AV always has limitations. Find out what they are in advance, what exclusivities your forced into, and let innoVia save the day. We are continuously negotiationg with in-house AV teams and ensuring all electrical and internet requirements are met.

1. AV Capabilities: Check the venue’s in-house AV limitations and exclusivities, and whether it meets your budgetary requirements.
2. Internet Access: Ensure the venue has robust and reliable Wi-Fi or wired internet access, especially if your event involves live streaming or interactive components.
3. Power Supply: Confirm there are adequate power sources and backup options.

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Amenities and Services

Come for the content, stay for the food. Attendees are attracted to destination cities, off-site dinners and activities leave impressions, and all around if your attendees have a bad time they will remember that more than the content.

1. Catering Options: Evaluate the venue’s catering services and whether they can accommodate dietary restrictions and preferences.
2. Staffing: Consider the availability of on-site staff to assist with logistics, setup, and troubleshooting.
3. Furniture and Decor: Check if the venue provides tables, chairs, and other necessary furniture, and whether they fit the aesthetic of your event.

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Ambiance and Suitability

1. Ambiance: Choose a venue that aligns with the tone and style of your event, whether it’s formal, casual, corporate, or festive.
2. Acoustics: Consider the acoustics of the space, especially for events involving speeches or performances. Outside noise pollution or in-venue construction is also a driving factor.
3. Branding Opportunities: Look for opportunities to incorporate your branding within the venue, such as signage spaces, digital screens, and decor options.

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Safety and Security

1. Safety Measures: Ensure the venue complies with all safety regulations and has measures in place for emergencies.
2. Security: Consider the need for security personnel, especially for AV. Often this is provided, often times it is not. Ask the question and leave nothing to chance.

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Additional Considerations

1. Reputation: Research the venue’s reputation through reviews and testimonials from past clients. Or, ask innoVia! Odds are we’ve worked there before.
2. Flexibility: Choose a venue that is flexible and willing to accommodate last-minute changes or special requests.
3. Weather Contingency: If planning an outdoor event, ensure there is a backup plan in case of adverse weather conditions.