With so many stresses involved with planning a special event, choosing the perfect venue can be a daunting task – especially with the plethora of gorgeous venues at your disposal.
Today we are welcoming Guest Blogger Stephanie from EventSource to pop in and share some tips that will help make your venue selection a breeze.
Welcome Stephanie! Make yourself at home, and please tell our readers about yourself!
Stephanie:
Ever since I could walk I was a sucker for the ultimate love story. Sorting through wonderful and surprising gowns, shoes, center pieces and such, popping into EventSource hardly feels like a job. If I’m not surrounded by these special moments, I’m living some adventure of my own with my husband and the sweetest baby boy.
I spent years in the photography world, falling slowly in love with design and the little details of each wedding. The passion transferred perfectly to weddings and events. I feel that one great event inspires the next, the appreciation for details leads to a new craft or art.
You tend to be a happy person when you spend your days with these little details.
If you are planning a sizable event, you’ll have to think long and hard about the type of venue that you’ll hold it in. The venue that you select is just as important as the event’s speakers, presentations and other happenings. If you choose the right environment, you’ll be able to set the proper tone and mood for the audience. It will create a memorable atmosphere that is etched in your guests’ memories for years.
At EventSource.ca we help with selecting from venues across the GTA, so here are some tips on what to consider when making a selection for your events!
Perception Matters
One of the first things that potential guests notice when they open their event invitations is the venue. The facility’s reputation and physical location really do mean a lot. As soon as they see the site that you’ve chosen, they’ll begin to think about how they’ll get there and whether they anticipate a fun and interesting experience. All of this happens even before invitees read your message. When in doubt, opt for a venue that inspires feelings of happiness and intrigue. It will inspire your guests to look forward to the event with great anticipation and significantly increase attendance.
Key Considerations
Although it is important to choose a venue that has a good reputation in the community, there are also other, more practical elements to consider. Think about how many people will be invited to the event and how many you actually expect to attend. Then whittle down your venue choices to those with the appropriate amount of seating. If you are hosting an especially large event, you’ll have to consider venues with appropriate equipment. Then there’s the service factor. Do your research and read venue reviews to find out which sites have high quality service from administrators.
Perhaps the most important factor is the actual venue location. Consider where your guests are traveling from and try to choose a venue that is an equal distance from the majority of their homes and workplaces. This is a very difficult decision to make as most event-goers come from a number of different locations. Also, consider whether selecting a venue that is far away from guests’ residences and workplaces is a good idea. Sometimes, people are more inclined to attend an event if it is a solid distance from their usual destinations because it serves to add a level of importance that really sets the experience apart.
Central Venues
Oftentimes, the best event venue is centrally located. This is especially true if you are hosting a business conference that will draw people from an array of far away locations. If this is your challenge, choose a venue that people can commute to from the city’s airport. It should also be accessible by public transportation. Ideally, your venue will be within walking distance or at least a short drive from hotels, restaurants and other hospitality options. Such a central location helps attendees enjoy the event much more. They can make a quick transition from their hotel to the event venue and know that they’ll be able to access a myriad of amenities once the event is over.
Remote Venues
Consider a remote location for your event like a resort. While this is usually an expensive site, it is worth it. When you rent space and rooms at a holiday resort, you really capture the attention of your guests. They are disconnected from their typical routine and feel empowered to fully focus on the happenings of the event. Unfortunately, a holiday resort is not a realistic site for many events. It is usually the type of site that is reserved to reward customers or employees who’ve outperformed their peers.
Space And Comfort
Regardless of whether you choose a resort or a centrally located venue in an urban area, space and comfort should be at the top of your list. Your main consideration should be whether the venue can accommodate all of your guests with some room to spare. Remember, people need elbow room, mingling zones, free walkways and some space to get away from the crowd when necessary. Don’t overlook simple factors like seating. Some venues only provide standing space and don’t supply chairs.
Another seemingly obvious factor is the temperature. Verify that potential venues provide cooling and heating for each season so that event-goers can enjoy the experience in comfort. There is also the issue of accessing the venue. Find out if there is ample parking on-site or in nearby lots. If you have a medium to large size event in the works, you’ll likely have a few disabled attendees. So make sure that the venue has a means of entry and exit for the disabled.
The Venue Must Match The Event’s Purpose
When you are checking out venues, consider whether they fit the message and purpose of your event. Imagine an upscale luxury resort meeting room versus an abandoned warehouse. Each has its own style and feel. If you choose the wrong style of venue, it will conflict with the event’s mantra and leave guests disappointed. Ideally, the venue will actually enhance the event’s message. The environment that you put people into goes a long way in determining how they perceive the event and whether they buy into its concepts and ideas. Even if your event isn’t about selling a product but rather celebrating something like a marriage, your venue’s aesthetic will still serve to either reinforce or devalue the experience. Shoot for a facility that will leave a lasting impression on your guests.