Event Planning Research- Part 3 -Venues

This is the third of a ten part post– Event Planning Research -Venues

When you research a venue or meeting establishment, you should realize that the place itself is a major character in the theme. Once guests are invited there is an instant perception. Whether there will be ample parking, what the traffic will be like, or the reputation of the area. For example, if you are having it by the seashore or water try to stay with a beach or vacation relaxation theme. If perhaps it is in the middle of the downtown financial district, play in to the high end corporate theme. Have your location and all the atmospheric acuity coincide with the general premise.

Consider an unique location where people haven’t been before. If your organizing an educational meeting, college campuses are a great setting for a learning environment. Museums and historical locations can create greater curiosity and incentive for people to attend. You will always find more locations than you thought were available. Event venue locations can be found here and here. Always check the local web directory as well.

Be proactive and investigate each location personally. Scrutinize the floors, walls and ceiling for anything out of place, like water stains or old decorations. Examine with keen eyes that every element is in good repair. A chip on a table top may be covered with a cloth, but when a guest puts down their champaign flute, a tipping it will go. Inspect that all the utilities are in working order. If you need to use their kitchen, test the gas and electricity. Turn on water taps, look at the refrigeration. Everything should be clean and sanitary. Count and map all the electrical outlets and test them; yes all of them. Sometimes the itinerary will change and a surprise presentation is in order. You don’t want to be fumbling around looking for an outlet for the projector while everybody is waiting, and then come to realize it doesn’t work. Have the vision in your head on the traffic flow. Will there be a bottle neck at the coat check, bar or food stations? Is the stage to small for the twelve piece orchestra your client has in mind? Where can you warm up a baby’s bottle in a jiffy? Are the bathrooms in good shape, are they large enough to accommodate the head count? Have a contingency plan for every possible scenario, expect all the issues that may arise.

If the venue is providing third party services, insist that you have their contact information so you can follow up personally. Double check all deliveries yourself. When preparing to book your space ask about any related fees. Especially with hotels and convention centers. Hidden fees are an open secret intended to pass the cost down, but almost all of them are negotiable. The more you save, the better value for the client. Have a cancellation agreement written for you and the client. Sometimes venues will want to book a more lucrative or prestigious event in your place. They may not even care if they loose your business forever. Having an agreement will ensure your date.

Take into consideration all of the venues policies and procedures. Don’t assume anything. Ask about decorations, security, fire codes, taxi services, internet access, property damage, insurance, and all the services and amenities they provide. Write everything down and communicate with your client. Together, assess the pros and cons of each, along with the budget. This will narrow down the decision making for you.

Selecting the venue for your event is extremely important. It could make or break the entire affair. Exercise all options and research every aspect thoroughly. There are no cutting corners on this one.

What other aspects of venue research am I missing? Do you have any recommendations or horror stories about event venues you’ve attended? Write back I would love to know.