When researching a venue what factors do you need to consider?
Good venues get booked early, especially in the current climate when many events have been postponed to next year – start your research as soon as possible.
Location, location, location
A central location with good transport links and restaurants / hotels nearby is vital. Transport can be expensive so a few local venues in walking distance makes all the difference.
Is there a venue hire charge? What does the venue hire include? Is there a minimum Food & Beverage spend? Is Wi-Fi included in the cost? Also, very important to remember to ask about taxes and how to calculate them.
Size and capacity
How many delegates in your group? What is the room capacity? Will your client need a stage for speeches? What is the staff to guest ratio? The room needs to be the right fit for your group size to help create the right atmosphere.
Check for national holidays or local events happening in the local area. Does your client have a local firm or contact the local tourist board – recommendations are invaluable.
The little things matter
Lighting, ceiling height, acoustics, layout, toilets, outdoor space, time of year – average temperatures, do they cater for all dietary requirements?
In the current climate another key factor which must be considered is Health & Safety. What procedures has the venue got in place? How will they ensure social distancing? What happens if there is another spike in cases? What are the cancellation Terms & Conditions?
All the above listed factors play a huge role when considering a venue, but the key and our number one piece of advice would be to have a SITE VISIT. You need to see the venue for yourself, meet the staff, see the space, ensure the photos you have seen are current and not taken 10 years ago.
If you need help with your next event, give us a call on 01797 223626 or contact us here.