You enter an electronics store to buy a TV. You just pick up the first piece that looks good enough. When you reach home you realize that the TV is too big to fit into your wall unit. That would be quite an oops moment!
If you are aspiring to be an event manager, remember that you don’t want to be stuck with a TV that doesn’t fit your room. Before you get out there shopping for a venue for an event, put together all the details that will help you make the right choice.
You can choose a venue based on the “feel” or “vibes” you get from it. But at the end of the day, if it doesn’t fit the requirements, it’s going make everything else flop. So the number one tip is to start with a thorough understanding of the type of event you are organizing.
Let’s look at this in the form of a long list of questions.
1. What type of an event is this?
This is an obvious one and it’s safe to assume that you will know this if you are planning an event. Break it down further. Is it a family event or a corporate event? A grand celebration or something sober?A brand launch might require a different kind of ambiance when compared to a birthday party.
2. What are the top expectations from the client?
Now this one is very important. It probably also requires doing some 2+2 from your end. Clients are not professional event managers. But they are the best judge of what they want from their event. They may want it to be a classy affair or be over the top.Make sure you get down to the details so the venue ends up meeting all the client’s expectations. Remember what is “classy” for you may not be the same for them. So have more specific discussions. Share pictures with the client to better understand what they like vs. hate.
3. What are some of the logistical needs?
Is there a budget to work with? What is the number of people attending? What type of food is preferred? Some of these logistical details are a bit cumbersome, but best if they are all recording before you start your venue hunt.
4. What are the location related requirements?
Planning an event in a place that takes forever for people to get to is certainly not ideal. Try to understand where a majority of the guests would be coming from and pick a venue that is not too far out. If you do end up finding something “wow” that is a bit far out, you could even suggest making some stay arrangements to extend the event duration.
5. Is the venue indoors or outdoors or a combination of both?
The time of the year and seasons play a huge role here. If you are in the middle of the monsoon season, it wouldn’t be wise to suggest an outdoor venue. The timing of the event plays a huge role in selecting the right venue.
6. What are the special conveniences required?
If a lot of senior citizens are expected to attend the party, then it would make sense to select a venue that is easily accessible. Similarly, if it’s a children’s party, then you would need a place that is safe for kids to run around.
7. What are the facilities included in the venue?
This one is especially important if you need to outsource certain tasks. If decoration is not your forte and the venue has it covered, then your job is half done.
These are just some of the questions to ask before you go about finding the right venue. Definitely, visit a few places before you finalize so you get a good deal for the best venue. The right venue can make all the difference. Remember to do your homework first and pick a place that can help you deliver that “wow” factor to your client.