Event Planning: Tips to Select the Right Venue - This article discusses how you can select the right venue for any event or occasion. Selecting the right venue can make all the difference for any event you plan.
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This article discusses how you can select the right venue for any event or occasion. Selecting the right venue can make all the difference for any event you plan.
Author: Jud Yaski
Date: Jul 14, 2009 - 2:28:50 AM
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Event planning can be
confusing, no matter what the occasion. But of course once it is done you can
be sure it was worth it. If you are an event planner, to make the whole process
easier, it is vital to keep a few things in perspective. You need to
prioritize.
The best way to do this is
by making a list of all the things that you need to get done for the event in
the order of how important they are. And then each of those categories needs a
guideline to follow. For example, as the first step is a venue, you need to
make a list of all the things that you are looking for in the venue. And to
help you further I have created a list below of the more important things that
you need to consider when deciding on the venue. But remember that you need to
list them according to your own priorities. This is because all venues might
not fit exactly what you are looking for and you might have to make an
exception in one or more of your preferences. This list is a compilation of
important aspects any Event Planner
should utilize for selecting a venue.
1.
Price Range –
The price range that you are looking for must be decided upon at the very
beginning. This will not only eliminate any extra time spent looking at venues
that are over your budget but it will also help bring the other points in
perspective.
2.
Type of Venue –
You need to decide whether you want an Indoor Venue, an Outdoor Venue or an
Outdoor Accessible Venue. Each of these choices has their benefits and drawbacks
and the decision would affect the following points as well.
3.
Views – The choices would include Ocean view,
a Cityscape view or a Nature view.
4.
Proximity to
your location – This is another important factor to consider as a location that
is too far could prove inconvenient for everyone and at the same time it might
not be possible to get a venue very close to your location. This is one of the
more important things to consider in event planning as it will affect your
decision for all the other points.
5.
Catering – You as
a professional Event Planner, must decide whether you want the venue to provide
catering or if you would rather bring in outside catering. Getting estimates in
the prices before making the final decision is advisable as it could vary from
place to place and also depends on the type of food that you would prefer and
whether you would want alcohol to be served. Some venues allow outside
catering, but make you choose from their preferred vendors.
6.
Time they give
you the venue for: Some venues charge hundreds of dollars (and some thousands)
per hour for extra time. Figure you if you are having time sensitive elements
at your event, such as lighting which takes a long time to set up, and make
sure the venue gives you at least 4 to 6 hours set up and 2 hours break down, +
the time of your event.
7.
Ceiling Height –
This might seem like a trivial point to consider but it is still quite
important. Depending on other things that you might have planned, such as
entertainment, the height of the ceiling would play an important role.
8.
Venue Amenities
– This could include a bar, dance floor, valet parking, stage and kitchen
facilities, and party rentals. Some venues offer tables and chairs, and even
set them up for you. This can save you hundreds in rentals.
Apart from the above, the
following must also be thought out carefully to get the right atmosphere that
will suite the event that you want.
1.
Lighting – Light
can transform a venue completely to create a magical wonderland. You have many
options in this area such as gobos, follow spots, projectors, screens, ambient
lighting, atmospheric lighting, live video projection, front and rear
projections, stage lightings and more.
2.
Sound – This is
another important part of the ambiance of the venue.
3.
Music – You need
to also make a choice on whether you would prefer a live band or a DJ for the
event. This will of course depend on the event itself.
4.
Décor – Apart
from lighting and sound, the décor of the place is also important.
5.
Rentals –
Depending on the event you might need interactive games, tents, props, espresso
machines, etc.
6.
Performers – For
any event, whether it is a child’s birthday party or a corporate event,
entertainment can really put everyone in a partying mood.
7.
Gifts and favors
– Customized gifts or favors and also promotional products can be made to order
and are a great way to help make the event more memorable.
8.
Transport – You
could hire a transport from a limo to a tour bus for your special VIP guests
and others. But this again will depend on the type of Event Planning you do.
9. The above lists will help to give a general idea of how to go about prioritizing all the other factors. This list can prove useful to any Event Planner. I hope it does the same for you. If you have any queries or need any further advice please feel free to leave a comment. Also any suggestions are welcome. Good luck with all your Event Planning ventures.
Jud Yaski is the owner
and founder of Inspire Productions. He is an
Event Planner in
the San Francisco Bay Area
and has been involved in social event productions for the
past 10 years. Please visit http://www.inspiremyevent.com/
for more information.
View all articles by Jud Yaski
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