One of the first steps in holding in-person events is choosing the ideal event venue.
After all, it’s essential for your event to actually happen. Plus, its capacity and layout will impact the entire attendee experience.
So it’s worth putting in the effort to choose a space that meets your needs.
If you don’t know where to start, just follow my tips:
- How to choose an event venue?
- 4 tips for choosing the ideal event venue
- Checklist of essential items for an event space
How to choose an event venue?
To start, your search for the ideal event space will require research.
Both the internet and an in-person visit are essential. However, it’s important to know where to start researching!
In that case, apps like Google and Airbnb can be useful for certain types of events.
You can also start with more reliable sources, such as checking out similar event spaces or asking other professionals and organizations for recommendations.
But know this: this search might not be quick, so it needs to start months in advance.
Also, if your events are recurring, always map out the pros and cons of each venue.
This will help you understand what works best and what should be avoided when searching for other spaces in the future.
So while you’re searching for spaces, also pay attention to a few other points:
4 tips for choosing the ideal event venue
1. The event venue should match the format
Depending on your event’s format, the venue will have specific requirements.
For example, sports events require a specific structure to safely carry out activities and provide comfort for the audience.
Likewise, hybrid events need a venue that can accommodate both the physical setup and the equipment needed for online broadcasting and interaction with virtual attendees.
Also, events that hold panel discussions require auditoriums, demanding good acoustics, projection equipment, and spaces for other activities in the schedule.
In short, you can already see that every event has its own particularities, right?
So it’s best to study the formats carefully and learn from similar events!
2. Prioritize your attendee’s experience
As a result, if you’re looking for a venue that fits your event’s format well, you’re already prioritizing the attendee.
However, you need to take a few more precautions to make sure your attendees are at the center of everything, such as:
- Ensuring basic comfort, such as hygiene, water, and safety;
- Prioritizing accessibility for people with disabilities;
- Checking the venue’s operating permit;
- Not exceeding the space’s maximum capacity;
- Avoiding lines.
3. Set aside a space for check-in
Speaking of avoiding lines, when choosing an event venue you need to keep in mind the layout of the space based on your event’s needs.
For example, if you want to feature speakers, you’ll need to plan for booth space when visiting a venue.
Also, there are areas that are required for any type of event, such as the check-in area.
Having a reserved space for check-in, kit distribution, and attendee support will be essential for avoiding lines and improving the attendee experience.
So be careful not to leave everyone crowded together! Keep in mind how many divisions you’ll need to create for effective check-in.
I recommend splitting check-in lines alphabetically, creating several consecutive lines, and setting up spaces for new registrations and kit distribution.
So, depending on the size of your event, the check-in space should be large.
To avoid mistakes, do a preliminary visit and, if possible, get access to the venue’s floor plan to carefully think through how to divide the areas.
4. Look for innovation
Now, if you’re thinking about offering standout features at your event, choosing the venue can be the first step.
That is, you can add value through innovation in the space, such as relaxation and lounge areas, exclusive networking spaces, kids’ areas, or meeting rooms.
In short, it’s worth using your creativity and, through communication, making these standout features clear to attendees.
Checklist of essential items for an event space
- Has an operating permit
- The physical structure is in good condition: no mold, leaks, or hazards for attendees
- Has emergency exits
- Has required safety items, such as fire extinguishers (make sure they’re within their validity date)
- Has space to install essential equipment for the event
- Provides the equipment you need, such as sound and lighting
- Is located in a safe neighborhood
- Has easy access via public and/or private transportation
- Meets accessibility requirements for people with disabilities
- Has an ideal maximum capacity for the size of your event
- Has well-maintained restrooms
- Has the items needed to ensure attendee comfort
- If your event needs additional spaces, check that they’re well integrated and meet your needs.
Take the next steps
Now that you’ve chosen the ideal event venue, want to know what comes next?
Your event should progress the right way, without skipping any steps or forgetting to plan important stages.
So prepare your team for promotion, finding sponsors, starting sales, and much more.