Production design, catering, entertainment, event decor and more – before these elements can be developed, the planning of a successful event starts with the venue selection. Finding a space that best accommodates the type of occasion you’re trying to host can be painstaking, but one of the most important aspects of your event. How do you determine what venue is right for you? Here are a few key considerations when selecting a venue.
All About the Money
When planning a successful event, no matter how innovative or elaborate your ideas might be, your ability to deliver the experience you want all comes down to cost. It might seem obvious, but having a defined budget is important from the onset when searching for a venue, especially if you are still deciding whether to outsource you’re AV needs or use “in house” audio/video support offered by many venues. Surprise costs lurk around every corner – take care to not go over budget on the space itself.
Save the Date
The days you decide to have your event can help you narrow down what venues you are able to choose. Venue rental costs vary from time of year, down to the day of the week. Many venues, especially conference halls, are booked for large multi-day events at least a year in advance so securing a date must be first on your to-do list.
Layout
Big or small? Wide or tall? The layout of a venue has drastic effects on how you’re able to design the final look of your event. Some venues have flexible layouts to adjust the flow of traffic while open layouts allow attendees to roam freely. Don't be afraid to venture away from the typical conference hall - many venues such as galleries, warehouses and museums offer a new spin to your event's aesthetic. Decide what format works best to amplify your event’s goal and narrow down your venue search from there.
Capacity and Services
Just like the time of year, the number of guests you host can also inflate costs. If you’ve started your registration period early, you can have a good idea of how many people you expect to attend your event. Determine early how many people you can afford to entertain before you search for your venue and make adjustments accordingly.
In addition, many venues offer additional services when you book the space. Be cautious of amenities that are not explicitly stated as complementary such as power or specific necessary equipment. These hidden fees can drive up the cost of your event, so ask questions and determine if using in house services or outsourcing from another vendor is best for your cause.
LSAV POWERHOUSE has the in-house capabilities to start the venue selection process as well as event planning service including attendee registration, food and beverage management, transportation and venue outfitting. Over 20 years in business as one of the nation’s most successful independent audiovisual and event companies make us the perfect partner to guide you through venue selection, production services, and every other aspect of your planning. Check out our portfolio here or reach out to us for a 1:1 conversation so we can help you bring your goals to life.