Our Top Five Venue Red Flags for You to Look Out For.

Identifying the right venue for your event can be both complicated and tedious. Here are our top 5 categories that can raise potential red flags to be aware of as you search for the perfect location!

1. Communication:

The venue vendor is typically the one you need to have the most frequent contact and closest collaboration with. With the bustling return to in-person meetings and events, and keeping in mind that many vendors are short-staffed and overloaded with requests, venues that are either challenging to get ahold of or slow/non-responsive, give vague or limit information shared prior to booking... this can slow down the entire planning process, and open the door for errors that can easily be prevented when the lines of communication are open, productively, and timely.

Pro tip: Confirm the preferred communication method (we prefer email, so you have everything documented), and stick with it, but don’t be hesitant to make a phone call if it could help resolve confusion and reinforce on-schedule deliverable.

2. Accessibility:

Modern event hosting demands that accessibility standards are in place to ensure a positive experience for ALL attendees. All venues should be up to code with the ADA and have all safety and accessibility measures available to address whatever needs your event calls for. Build in time and budget into your event workback schedule to tour venues to confirm that the facility will support attendees with physical disabilities as well as assistive technology for the hearing or visually impaired, such as accessible AV equipment, restroom access, ramps and elevators, and parking.

Pro tip: During the invitation/registration process, ask your prospective attendees to self-identify any accessibility or inclusionary needs, including dietary restrictions.

3. Polite and Tolerant Staff:

Following up on #2, even if a Venue site meets your requirements, if the staff is impolite, intolerant, or unhelpful at any point during the planning process, or has several poor reviews online, consider the attendee experience and decide accordingly. When selecting a venue, its staff becomes an extension of your team, so pay close attention to their demeanor prior to booking and ask plenty of questions to make sure the service will be nothing short of exceptional.

Pro tip: Plan to have plenty of on-site staff from your organization or a trusted partner, so attendees are greeted and helped by those who are knowledgeable and familiar with your products and services. The beauty of in-person gatherings is that attendees love to meet the people they’ve been interacting with virtually!

4. Technology & Infrastructure:

With hybrid meetings becoming more popular, today’s events and meetings need reliable and up-to-date technology to be successful. If the venue or contracted staff is neither knowledgeable nor accommodating to your event’s technological needs, or adds excessive fees and upcharges to every request, it may be a sign to consider alternative venues.

Pro tip: Provide a complete list of all your event needs to the venue prior to entering a contract, and discuss potential issues, such as power or internet outages, so you know what can be quickly solved, should the worst occur.

5. Contracts:

When reviewing a venue contract, it shouldn’t require a law degree to decipher it, although some clients will still insist on a legal review. On the converse, it should not be so vague that it could result in huge gaps or grey areas that might be problematic in the future. Your contract should include all the main categories (e.g., meeting space, furnishings, signage, food & beverage, security, A/V, internet, accessibility, and inclusion, etc.) and detailed pricing deadlines and milestones, but keep an eye out for clauses that limit visibility throughout the planning process, inflexible cancellation policies, and nondescript fees.

Pro tip: When in doubt, get an expert to review the contract before you sign.

Are you looking for experts who can help you source your next event venue? Reach out to [email protected] to meet with an Event Producer who can help you!