Welcome to Places with Spaces

Welcome to.....

As an event coordinator, I have experienced the challenges of sourcing appropriate spaces to meet the needs of my events. With the modernising of existing facilities and introduction of new locations, the choices in Trinidad and Tobago have grown significantly in recent years. However, online searches for venues in this country mainly generate wedding locatoins rather than prime spaces for just about any location.

Always remember......

Every venue is unique.

With its own twists and turns. Knowing how to make a space work for you is an artform than comes with time and experience. 

It was with this in mind that Places with Spaces began. The purpose of this site to:

1. Produce a comprehensive online directory for Trinidad and Tobago for every occasion
2. Offer tips on venue selection and solutions to issues that may arise
3. Provide a new perspective on coordinating events

I hope you enjoy reading this blog as much as I have enjoyed putting it together.

With that said, do enjoy my first article....

10 Tips for Selecting an Event Venue - Part 1

Planning an event, any event.... a convention..... wedding.... birthday party.... sports day.... and the list of events can go on and on.... all have one basic yet critical success factor and that is finding the right location!.

Finding the ideal space can be a daunting process as you are confronted by a multitude of decisions that can impact attendees' experiences and your budget. However, finding the appropriate space can also be equally rewarding as it sets the scene for the perfect event.

Ideally, searching for the right venue should be done at least six months in advance but realistically is does not always occur (especially in the corporate world).  Nonetheless, once your search commences, as a planner you should know some key details:

• ·         Attendee Numbers
• ·         Event Format/Type
• ·         Venue Budget

For an experienced planner, anchoring these three areas will make your task much easier as it helps rule out certain locations from the start. For instance, if a venue can only accommodate 200 but you require a space for 350,  this is an instant disqualification.

Apart from being armed with these three critical factors, there are still a few more things you should consider:

1.  Date and Time Availability

First on the list is determining whether the proposed date and time is available. This can limit the number of venues considered. If unavailable, the search continues but if there is a tentative booking,  then it all depends on the venue's confirmation approach. Either first come first service or the first to make a down payment. Both approaches still require that a site visit verify suitability but until then, it's always a good idea to have a backup option(s) and once the space meets all other criteria, then book/make a down payment ASAP.

Source: Expenzing

2. Location

Is your desire for a particular space based on convenience or necessity????  The surrounding reasons differ for  various event types but regardless the reason, generally the attendee is held in high regard as it comes down to what the client classifies expediency or a requirement.

This can range from finding a geographically central location for attendees converging from different areas.  In cases of foreign attendees a venue should be easily accessible with respect to the airport or hotel, etc. Based on reasons such as centralisation or proximity to the airport or hotel, this will narrow down your choices drastically.

3.  Space Specification

In looking for an appropriate space, certain specifications  (apart from key critical factor of venue capacity) must carefully be considered.  Here are a few you should pay close attention to:

•     Venue Layout - Acquire the venue's floor plan to help determine whether the space is appropriate for the flow of traffic expected and where you place certain event activities such as a rented stage, bar and registration area, etc.
• ·  Technical Capabilities - Establishing the technical abilities of the venue is important. Does the space possess its own audio visual equipment or will an external supplier be required? Is there sufficient lighting or will fixtures be required?  Does the space have a reliable electrical supply or should a generator be brought in?
• ·    Service and Amenities -  Some venues have thought of everything while others simply provide a basic shell. So establish if the space supplies basic items such as tables, chairs; if there is a functional kitchen; if it possesses  clean, reliable and sufficient washrooms; and if there is a clean-up crew. If the answer is no, then are you willing to outsource or move on to the next venue?

4. Accessibility

Ideally a space should be equipped with proper ease of access for all patrons, especially those that with special needs. This can include the babies, children, the elderly and persons with physical challenges. If your event caters to babies or children, are there changing stations or age appropriate washroom facilities. As for the elderly or physically challenged,  you may want to ensure that the space is furnished with elevators, ramps, handicap washrooms and parking spots.

Source: Compliance Signs Inc.

Source: Sticker Genius

5. Ambience

Venue selection also involves ensuring that the ambience and desired feeling of the event are equally matched. Meaning, you wouldn't choose to launch a credit card in a vineyard. Yes there is ambience, but its more suited for a wedding. Searching for the right atmosphere is also important when hunting for venues. It can naturally exist (e.g. architecture and furnishings  or picturesque backdrops) or created but it all depends on your client's needs.

Stay tuned for the next half of this list.......