*This is a collaborative post.
When you need to organize an event in Launceston, you would be faced with making many decisions. One of them is the choice of venue as it could have a significant impact on the event. The venue you choose may affect the experience of the guests, the catering options, as well as the date for the occasion.
If this sounds intimidating, do not be discouraged. We will simplify the entire process by discussing the things to consider when you want to hire a venue. You may also want to learn more about venue hire in Launceston Country Club to see the range of event spaces available there.
When Is the Best Time to Start Searching for Venues?
It is better to start early when you are searching for potential venues for your event. But you need to understand certain things like the budget, space requirements, and the number of guests. You can book the venue a minimum of 4 to 6 months ahead of the date. This will give you ample time to get things like brochures, websites (if needed), and catering.
Factors to Consider When Choosing a Venue
Here are the factors you may want to consider when choosing a venue for an event:
If it is a community event, you need to look for a place that is around the homes or offices of most attendees. But if many guests would be coming from other cities, a venue close to their hotels or the airport would be ideal. Also, remember to consider parking options, transportation, and traffic.
You would need to request a formal contract from the venue manager. This would help secure the place to avoid change in plans on the side of the manager.
Additionally, you can provide an event app for the attendees, so they won’t be late. With GPS map, shuttle/parking information, and driving directions at hand, the attendees will be relieved. In case the location is a large institute or campus, a map with pins will be helpful. If the event will have exhibitions, parallel sessions, or posters, an interactive indoor map will make moving from one point to the other easier.
You may want to visit https://blog.bizzabo.com/time-saving-event-planning-tips to find tips for saving time when planning an event.
You may want to find out if there is valet parking or a parking space. If there is none, check if there is any nearby parking lot that the guests can access. You may need to look into purchasing parking signage if you are using a parking lot.
However, if this is also impossible, there are some alternatives. You may want to try any of the following:
Minimums and Capacity
You need to decide on the number of attendees as that will determine the venue’s capacity. Of course, you already know that a 250-capacity hall cannot accommodate 500 people. Also, there are safety and fire codes for each building.
Additionally, you have to find out if the venue offers beverages and food. If they do, find out the minimum amount you can spend on that offer. Also, ask if there will be complimentary services like audio-visual support or Wi-Fi.
You may want to find out if you can make any adjustments to the hall capacity or beverage and food offering before or while the event is ongoing. You can use the live polling option in the event app to get instant feedback or headcount.
Amenities and Services
Some places provide catering services when you use their venue for your event. They may even waive the fees for the facility and charge a little amount in addition to the catering fees. Venues that do not have kitchen facilities could partner with an external caterer.
But you would have to check the food before the event. If the service is not fantastic, it could leave a negative mark on your guests’ experiences. So, ensure that the venue has good caterers, or they should allow you to come with your own food vendor.
If the hall has chairs, tables, and linens, it could help you save some money. You just have to be sure that they match the ambiance and theme of the event. Some venues provide a crew for setup and cleaning. But if this is not the case, you can get volunteers to help you with that. Also, you may want to find out if the place has inbuilt audio-visual (AV) equipment.
Although you will book the venue early, you need to have an idea of the type of activities that will take place and the amenities you and your guests will need. As you narrow down your choice, draw a floor plan, taking note of things like the position of the outlets and the AV equipment.
The floor plan and layout will affect some aspects of the event such as the traffic flow and activities that will take place during the event. You have to determine the areas that will have high traffic like the doors and registration units. With that in mind, you can set up the décor and tables to allow free movement.
Additionally, if the event will include a keynote speaker, you need to set up or rent a stage. The activities will also determine if you want a bar or an exhibition area. You may want to check this website to know how to make an attendee name badge.
There are several things to consider when looking to hire a venue. But if you consider the points we discussed in this article, you will get a suitable place for the event.