19 Dec 5 steps for successful event venue sourcing
when hosting an event, it is important to find the perfect venue. we understand that sometimes finding a venue is overwhelming and can be tricky. as corporate event planners, we have come up with 5 steps for successful event venue sourcing.
budget
budgeting is one of the first things that should be taken into consideration when venue sourcing. it will help you work out your limits and where you can be flexible. each venue may price differently, from delegate day rate, venue hire, minimum spend or a mixture. the venue cost will probably be your biggest cost, so it is important to work out how much money you can spend on other aspects such as food and beverage to make you event perfect! a tip for keeping in your budget, is to find a venue that includes facilities and equipment such as chairs, tables or av equipment, as this can become costly if the venue cannot provide this.
food and beverage
some people may argue that food and beverage is the most important aspect when venue finding, it is what the guests remember most. make sure that the venue can accommodate your needs when it comes to food and beverage. depending on if you are having a cold buffet, three-course meal or coffee with snacks will help you decide what venue is best for your event. some venues may not have kitchen facilities, meaning you will have to hire an external company to come in, this is of course if the venue allows it. it also may cost you more to bring in an external catering company, which may be out of your budget. it is also vital to check that the venue can cater to all dietary requirements, as this will help decide whether the venue will work or not. organising a tasting session is a great idea as it gives you the chance to taste the food before your guests and work out what you will and won’t serve at your event.
location and accessibility
finding the right location for your event is key. you may have guests who are local, so a venue near transport links would be useful. if you have guests coming from outside the uk, you will want a venue that is near to an airport or a train station. you want to make it easy for your guests to attend your event. it is also important to consider traffic, transportation, and parking options. if you think a lot of your guests will travel by car, choose a venue which can accommodate parking. the last thing you want is for your guests to turn up flustered from being stuck on traffic or getting the wrong train. inform your guests on the best route to take or send out a map prior to the event. if guests are coming from afar, it is wise to ask the venue if they have any accommodation or if they work with any nearby hotels.
venue layout
before you confirm what venue you would like your event to take place in, you must look at the floorplans. it will give you a rough idea of how your event could work and if it will flow smoothly. as corporate event planners, we have seen some magnificent venues, but they do not flow. there are too many rooms, meaning guests can easily spread out leaving the event looking sparse. if you are happy with the floorplan, and you can visualise what your event may look like, it is essential to book a site visit. every event planner will tell you to visit the venue before you decide where your event will take place. visiting the venue, also allows you to ask any questions you may have, such as where the av equipment is or can be located. if you are having speakers at your event, you may want a stage. the floorplan and a site visit will tell you whether this will work.
sustainability
sustainability may be overlooked when it comes to venue finding, but it is really important to consider. a lot of businesses are now adopting sustainable practices when hosting events. this could be choosing local cuisine or an eco-friendly hotel. it is a good idea to check the venue’s sustainability policy and make sure that what they are providing is true and accurate. some venues may state they are sustainable but in actual fact they are doing much less then what they say they are. that is why you should ask questions about the sustainability and if they have any future plans to make the venue more sustainable.
following these steps above, will help you find a venue that is best suited to your event. here at seven events, as corporate event planners in the uk, we are here to help source a venue. get in touch today on +44 (0)207 659 4430 or enquire here: https://www.sevenevents.co.uk/enquire-now/