Selecting the Perfect Venue
As we emerge from the pandemic era, the expected shift from virtual to live event formats comes as no surprise with approximately 70% of events reverting to in-person gatherings. Choosing the right venue is crucial for creating a memorable and successful in-person event.
Six key elements to consider when selecting a venue
1. Location
Location is paramount when selecting a venue. A convenient and accessible location ensures higher attendance rates and reduces travel stress for your guests. My recommendation is to choose a venue that is within 15 minutes of any associated conference or less than 10 minutes from the nearest major public transit stop or parking facility. According to a recent G2 article, 64.6% of attendees agree that the venue can make or break their event experience. Additionally, the city in which you’re hosting the event will determine how many of your customers or prospects will attend. Trying to determine the best city to host your event? The top five meeting locations in North America in 2024 are Las Vegas, New York City, Los Angeles, Chicago, and Toronto.
2. Aesthetic Appeal
The aesthetic appeal of a venue sets the tone for your event and enhances the overall experience. A visually appealing venue can elevate the atmosphere and create lasting impressions. In a recent poll, 74% of attendees agree that their opinion of a company or brand improved after attending an event, so be sure to choose a venue that aligns with your event theme and enhances the overall perception of your brand. Hoping to connect with popular retail brands? Choose a swanky, sophisticated venue that matches the caliber of their brand. Looking to engage the 21 - 35 year old demographic? Choose an outdoor space or an eco-friendly/sustainable venue.
3. Budget
Budget is a critical factor in venue selection. Ensure the venue fits within your budget without compromising on quality. Hidden costs can quickly escalate, so it's important to get a comprehensive quote upfront. Some venues will charge an exorbitant amount in admin fees. For example, in New York City the average administrative charge ranges anywhere from 5% - 22% (hot tip: gratuity is typically not included in that fee).
Booze is another element that can blow your budget out of the water. Evaluate the proposed beverage packages against what you think the average guest consumes in a single event. In my experience, that typically equates to three alcoholic beverages per person (for a 3-4 hour event). Then decide if you need that pricey top shelf beverage package or prefer to be charged based on consumption. Carefully consider all expenses, including room rental fees, setup, and additional services such as floral arrangements, music, AV equipment, etc. to avoid budget overruns.
4. Privacy
Privacy is essential in creating an environment to build meaningful connections and helping guests to feel relaxed (and that not all eyes are on them), especially when planning corporate executive events or exclusive gatherings. A private venue ensures that your event is free from interruptions and provides a secure environment for your guests. It also gives the event a VIP feel. Select a venue that offers dedicated spaces or the option to book the entire venue to maintain exclusivity.
5. Spatial Flexibility
Spatial flexibility allows for a variety of setups and activities during your event. A versatile venue can accommodate different layouts, from theater-style seating to cocktail receptions, depending on your individual needs and vision for the event. An adaptable space not only enhances the flow of your event, but it offers flexibility if there’s a fluctuation in the number of registrants and attendees. Nothing is worse than attending an event where you feel crammed against someone or are constantly bumping into furniture. While it can create a sense that it’s a popular and vibrant event, a little breathing room to work the room is key.
6. Outside Vendors and Décor
Some venues have strict policies on outside vendors and décor, which can limit your creativity and ability to create a personalized experience. Venues that allow outside vendors and décor provide greater flexibility and control over the event’s look and feel. This can be a game-changer for creating unique and customized experiences. Make sure to check the venue’s policies beforehand to avoid any restrictions.
Conclusion
Selecting the right venue is foundational to creating a memorable experience for your attendees. The right venue offers not only convenience and excellent cuisine, but also serves as a compelling backdrop that entices guests to attend. Opt for venues with amazing reviews, exclusive reputations, or unique characteristics that would create some serious FOMO for those who don’t attend.
Ready to find the perfect venue for your next event? Contact Andmara Events today!