Location Scouting
Location Scouting is normally something done by an event planner in the formal sense of event planning. Location scouting is however, something everyone does when deciding where to hold their event. Location scouting is based on:
- The number of guests
- The time of day
- Seasonality
- The weather limitations
- The look of the venue
- The budget
Securing a location can be a stressful thing, especially if you are having an event during a popular time of year- such as a wedding in June. The best locations have to be booked early and require a lot of money. The number of guests you are expecting is the most important factor, even more so than your budget, because the selection of your venue becomes a safety issue.
The occupancy limit is very important as your event can be shutdown and you could be fined for being over capacity in a venue. In an emergency situation, many people would be injured simply because there are too many people in a particular space. Also, your guest number is important because you want to make sure that everyone is comfortable and that there is enough space for your tables, chairs and food. For example, you would not throw an event for three hundred people in a three bedroom house.
The time of day in which your event is held is important and goes hand in hand with the weather considerations and the season. If you are having a party outside, you need to think about the possibility of rain and the actions you would take in that circumstance. If the party is being held outside in the middle of a heat wave in July, you would make an air conditioned venue an option. In some areas, it tends to get cooler at night, so if you were having an event outside in fall or Winter you should consider a venue that has indoor and outdoor access or consider heating lamps. It is important to think about the comfort and safety of your guests when scouting locations.
If your guests are too hot or too cold, it will greatly affect their experience.
One of the first things that interests people in a venue is its style and overall look. We are naturally drawn to beautiful things, so if you like the look of the venue you will more than likely consider it. You want to make sure that you pick a venue that is in good shape and that represents the statement you are trying to exude. If your event is themed you should consider that when selecting your location. If you are doing a formal sit-down dinner for an event such as the Oscars, you’d want to find a venue that exudes the glamour and sophistication of the event.
If you are throwing a luau themed barbeque you would perhaps, want to find a location that is in a close proximity to water. The last factor in the venue selection is your budget. The size, grandeur and location of your venue will greatly affect the cost of renting the space for your event. So, even if you fall in love with a particular venue make sure that you can still afford to have the event you envision with the amount of money you have to work with.
