Back to Basics: 5 Tips on Selecting a Venue

With back to school behind us, new routines are set and starting to feel comfortable. Most of us love a familiar routine and familiar places. That's why we may go out of our way to hit our favorite coffee shop. But this comfort in routine can make our events a bit stale.

Are you always planning events at the same locations? Are your events at the same venues that are also used by organizations in your industry? Maybe its time to step out of the comfort zone and pick a new spot to add some new life to your events.

In choosing a new venue think first about what you like best about your old standby venues. Is it the service? Décor? Food? Location? AV equipment? Then put that criteria at the top of your list for selecting a new venue. Can they meet or exceed your expectations?

On the flip side, think about that one thing that you tolerate from your favorite venues, but know they could do better. Maybe it's the dated décor that you overlook. Maybe it's the (artificially) high price tag that you are willing to pay to get the great service. Look for a new location that is able to exceed in those areas.

This article from BizBash provides insight from event planners as to what they look for in a venue. Some themes that jumped out are:

1. Is the space designed for events? Is there ample room for networking (if that is a key component of your event). Is there room for load in, or is the process of getting food and equipment into the building going to be tricky?
2. Are they open to outside vendors or do they have a preferred list you must use? Using a venue's preferred list can cut down on the creativity of the event. Vendors know what works in that space (which can be a good thing) and tend to replicate it event after event. If creativity is important, find out how flexible they will be with new ideas and new people.
3. How easy is it to reach your sales contact? The availability of staff on the front end of the planning can be indicative of the availability of staff during the event itself. Ask how they will make themselves available to you should anything come up during the event.
4. What about the necessities? Look at parking, restroom placement, wifi access. These are all (small) things that greatly impact attendees' experience
5. How many events at once? Always ask how many other events could be happening at the same time. The more people in a venue the more difficult parking, load in, and even bathroom breaks can be.

Let us know what some of your key questions are when looking at venues, both new and old.

Image: BizBash by Andrew Bordwin