The 4 main factors that worth considering when choosing a venue

What You Should Know as a Meeting or Event Organizer

When it comes to organizing an event, we know that there are many things to take care of: We have to plan the venue, schedule speakers and make sure we have enough food and drink.

So there are many factors to consider when choosing the perfect venue. Up front, there are four key considerations: the size, location, cost and facilities offered by the venue.

We also need to think about how we are going to manage transportation and other accommodations for our guests and/or speakers. The factors for event planners to consider are endless, but what you should know as an organizer is that there are many tools available to help your event run smoothly.

The 4 key considerations: Size, location, cost and facilities

1. Size

In the planning of your event, several factors arise that will affect the size of your venue:

One of the factors is the budget. 

• It is common for event planners to choose a venue size based on their budget because they want to save money without compromising on the experience. However, this decision should not be made in haste and event planners should consider other factors like the number of attendees and kind of event too before finalizing on a venue size.

• The size of an event is determined by the budget allocated for the event and by the type of the event. The more money that is allocated towards an event, then typically, the larger that it will be and vice versa.

The event style and what type of people will be attending. You need to find a venue that can accommodate all your needs and preferences. 

• When it comes to event style, there are two types to consider: formal and informal. The venue size should depend on both the type of event and the number of people expected to attend.
• The space around the room needed will also have an effect on what type of venue is chosen. The size should be appropriate for how many people are attending or are expected to attend.

If it is a one day conference or a multi-day event with many attendees.

• For a small one day conference, it is best to have a small venue because the attendees will not be as numerous as for a multi-day event. For an event with many attendees, there would need to be more than one day of attendance and so it would require a larger venue.

2. Location

Event managers are increasingly choosing the location of the event based on the budget. If they have a limited budget, they will need to choose venues that are affordable.

The goal for event managers is to spend their budget wisely and maximize the potential of their attendees by choosing a venue that best suits them.

Organizers should consider how far attendees are coming from when picking the location of the event. They should also consider how easy travelling to and from the event will be for their audience. The lower the budget, the less attention organizers will be able to afford to these aspects of events.

3. Cost

First of all, you have to see what your budget is and the number of attendees you are going to have. The best way to do this is to look at venue characteristics and see which ones fit what you are looking for and what resources they include.

 

You also need to consider employee mobility for the event, as well as whether the location of the main group will affect costs.
Finally, parking spaces should not be overlooked, as for some people it can be a make-or-break experience to have parking included or to have to find it personally.

4. Facilities

It is important to choose a venue that fits the needs of the event with the essential facilities required for our purpose. 

 

Visualization tools help users find a venue that fits their needs. One of them is Spazious, which allows you to visualize what a venue looks like from different angles and through some real scenarios, with real views and with all kinds of detail with millimetric precision! to know all the details of space such as sockets, distance of spotlights, projectors and real space between tables or seats.

 

This visualization tool can be used to help make a final decision before booking.  

 

Imagine all the time you can save and the amount of planning that can be done without having to use different days of your agenda to visit different places. Spazious allows you to see different scenarios with the comfort of not having to travel and you can also share it with the different people in charge: caterers, transporters, guests, participants, etc.

The Spazious tool allows you to visualize interiors and exteriors in order to offer all the possibilities offered by each of the buildings you hire.The 4 main factors that worth considering when choosing a venue