It doesn’t matter when the event is, the sooner you book the better!
There are MANY things to consider when selecting a venue, a few key things are:
Is it a convenient location for your guests/attendees?
Do you have out of town guests/attendees? Either book your event at a hotel OR close to one for convenience for your guests and ease of transportation.
Parking & Transportation
Does the venue offer complimentary parking, self parking or valet? OR, is there even parking available? If there is a charge for parking, will you host parking or will the guests be on their own?
Capacity & Minimums
Do you have room to grow? Do you need multiple spaces? Does your venue have noise restrictions (either indoors our outdoors)?
Does your venue require a Certificate of Insurance (COI)? Does each vendor need to provide a COI?
Is your venue ADA Compliant? Do you have any guests/attendees that will require this accommodation? Many times you will not know, so be sure to check with your venue…better safe than sorry!
As silly as this sounds, MAKE SURE that your venue can accommodate the number of guests anticipated AND that they have adequate handicap restrooms available.
Can you bring your own caterer? Do they have a kitchen? Running Water?
Day of the Week
Depending on the venue, typically Sunday-Fridays offer reduced minimums. Saturdays are typically peak.
Are there other events going on at the same time?
Based on the type of event (conference, wedding etc.), it is important to know what other events are occurring to ensure that your event is successful without interruption.
Many venues do not offer enough Wifi to accommodate a large corporate event. Some venues can outsource this OR you can bring in your own vendor.
Never assume that your venue offers “enough” power. Ask to meet with the property’s engineer and find out what voltage is included, and if needed, the cost of a power drop
As you can see, there are many questions that need to be asked and when looking for the best venue. This is a sampling of things to consider when selecting your venue; even more reason to hire an expert to assist you in navigating through the many details that are needed to ensure your success!