Welcome to another week at Cloud 9, this week we're following on from our previous blog. Last week we mentioned that Christmas Parties are starting to pop into people's minds, and we listed just a few different types of venues, great for the occasion. This week, we would like to help you with choosing the right venue for your event.
You may be thinking how hard can it be to find and book a venue? Well that depends on your needs, what you want the outcome to be and how much time you have to spare, so below, we have just a few tips that could help you choose the right venue...
Get Someone Else To Do It
Take advantage of a free venue finding service. A good corporate events company will source a venue for you and could even get you a few deals due to a rather relationship orientated industry. All you need to do is send them a brief of your event and they will do the rest for you!
Start The Search As Soon As Possible
Leaving it until the last minute isn't the best idea! Yes, you might get a last minute deal but it's a big risk to take. You may have to settle for a venue that doesn't have the specific requirements you need. You could also run the risk of being forced to book somewhere out of your budget range, in the wrong location and doesn't have the feel for your event, that you may have planned.
Location
The venue location needs to be at the heart of your event plan. It's important to take into consideration who your guests are and where they will be coming from, and ensure that the location is somewhere that makes sense for the bulk of your guests, as well as being a desirable spot.
Proximity To Motorway/Railway Station
Transport plays a huge role in choosing the right venue for your event. Booking a fabulous country house in hundreds of acres of parkland might tick the wow factor box, but delegates won't be impressed if getting there is a nightmare. Make sure the venue you choose is within close proximity to a motorway, railway station and an airport. Free parking is also essential for guests.
Size
The venue size and capacity must be just right, being too small will create overcrowding; whilst being too big will give a sense of emptiness and an under-attended, unsuccessful event. Most venues should have capacity numbers for all of their rooms, aim to be just slightly under the capacity limit, but never over and never far under, and you should be alright. Also, factor in any entertainment you may have in mind as they could need quite a substantial amount of space.
Star Rating And Budget
If you're planning on choosing a hotel as a venue for your event, think about the star rating. Will your budget stretch to a 4* or 5* venue? You might be better off with a good quality 3* hotel. Overspend on the venue and you'll have to cut back in other areas. Likewise with other venue's apart from hotels, have a picture of how you would like the event to be and your budget, with most venues you shouldn't have to pay room hire.
Room Layout
Choosing the right venue for your event involved thinking about room layout and seating plans. If you're planning a conference, product launch or presentation, you might want to consider a theatre-style layout. If it's a training day, a classroom style could be the way to go, if it's an awards ceremony or formal banqueting event, then you're more than likely going to want banqueting or cabaret style. Also, boardroom style is very popular for meetings.
What About Catering?
These days, hotels and conference venues offer more than tea and biscuits. Do you have any set ideas or requirements about catering? If so, choose somewhere that will accommodate your preferences. Be sure to remember that not everyone will be drinking alcohol, so provide non-alcoholic alternatives, and also remember to offer vegetarian alternatives to meat dishes, as well as catering for those with food allergies. If your event takes plaice in the summer, a BBQ or buffet lunch is a popular idea.
AV Equipment and Wi-Fi
Does the venue's day rate include use of AV equipment, if so what kind of equipment will you be able to use? Do they offer free Wi-Fi and can the speed cope with the events requirements, this is a question which is getting asked more and more often!
Outdoor Areas
If you're thinking of a team building day, think about activities. If you're planning to include country sports or driving activities on the agenda, you'll need a venue with a suitable outdoor area. Also it's a good idea to ask if the venue have a supplier or a preferred supplier.
Accommodation
Some delegates might want or need an over night stay. Check to see if the venue you're considering offers overnight accommodation and if they'll consider a special rate for your guests. You could also ask what their 24 hour rate is if they have accommodation.
The Visit
It is always advisable to visit the venue and check out all of the facilities for yourself. Try and have a look at some of the previous events that had been hosted at the venue and you will have a better understanding of the place. We'd always advice to check out the venue before booking it, so you can get the feel for it yourself.
If you would like any help with your next event, please contact the team on 0115 933 3811 or info@cloud9em.co.uk.
Have a great week folks!
P.S. The Fresh Awards have announced the shortlist this week, make sure you take a look! www.freshawards.co.uk
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