10 Tips for Selecting an Event Venue - Part 2

In our last post, Tips 1 to 5 covered some relatively clear-cut factors that most persons look for when selecting an appropriate space. The factors identified below, however, are not always taken into consideration in selection process and can lead to serious issues as the event unfolds. 

Let's check out Tips 6  to 10.......

6. Parking

While parking might seem separate from the actual event space, it is an essential factor to consider. Remember, the first point of contact for an event is parking. If guests have issues obtaining a parking spot, then their event experience is  already being negatively impacted.

7. Safety and Security

Similar to parking, security tends to fall by the wayside until something happens. Too many times, guests have been victims of car theft or break-ins and then there is the unwanted event crasher. So in your search for right space, inquire whether security comes with the space and where will they be located.  Additionally, ask the venue about their evacuation procedures and the location of your muster point. It is better to be prepared than to be sorry. 

Source: Clipartsign

8. Vendor Restrictions

In your explorations, you will realise that some venues have various restrictions. They can include:

• ·    A Preferred List of Vendors - Sometimes this is to safeguard their reputations (due to poor service suppliers) while other times the alliance is for mutual benefit.
•     Use of the Venue's Catering and Bar - This is especially so for hotels which are responsible for these services. However, they tend to be lenient with other services but still have regulations in place for what is allowed (e.g. use of adhesive or staples).

9. Permits and Coverage

Depending on the nature of your event, you will require certain permits or coverage such as public liability, copyright music certificates, noise level permits etc. Having these can assist ensuring the event is suitably certified. It is important to determine what the venue provides to avoid duplication of service or effort.

Source: The Copyright Organisation of Trinidad and Tobago

Source: Blackfriars Group

10. Real-time Site Visit

So you think you have found the spot.... but wait, perhaps you should do a site visit at the exact time of the event. You will be surprised to see what you discover, especially for night events. A space can totally transform at night and it only then you discover issues such as lighting. Even day time events can have its own set of issues such as rush hour traffic that could impact on your guests punctuality.

By using these tips, you can weigh your options in this process. Is the venue and its provisions appropriate? If it is not, are you willing to implement missing logistical requirements and at what cost? Or do you just continue the search?

Please continue to share with me if these tips have been useful or feel free to add your tips to the list.