Event Planning Guide - Venue Selection

Selecting a venue for your event sets the tone for the entire affair, so it is extremely important to make your decision carefully. Some things you should consider when selecting a venue are:

• What will help you meet the objectives of your event?

• What type of facility has the services and accommodations you need to make your event successful?

• Which location and facility best suits your budget and the budget of your guests if there is a cost to them? Take into consideration the fact that some venues already have décor, rentals, staff and other amenities included in their rental price.

• Is the space sufficient to accommodate everything on your agenda, as well as all of the invited guests, staff and equipment?

• Is weather a consideration?

• Is the venue easily accessible for both local visitors and guests from out of town, and is parking and/or transportation to the event abundant?

After you have compiled a list of possible sites, make sure you (or your event planner) perform site visits before making your final decision. You don’t want to leave anything to chance when planning an event, and discovering that the venue you have chosen is run down, ill-managed, or worse, can quickly spell disaster on the day of the event.

Though some locations are naturals for certain events (hotels, conference centers, and meeting halls), think outside the box when selecting your location: empty warehouses and lofts, restaurants, historical venues, cruise ships, museums, even beaches and parks have all been staged as wonderful sites for memorable events. Some alternative venues may even be more affordable or offer more amenities as part of their rental fee than their more conventional counterparts. When staging an outdoor event, however, weather is a significant concern, as are some of the challenges in obtaining things like power sources, water supply and restrooms. Extra security, permits and fees may also be required.

Whatever your choice of venue, leave it to Event Solutions to offer you many site options and alternatives, as well as to navigate the many issues, contracts, and special challenges that are part of site selection and rental. We do the work so you don’t have to!

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