Finding a conference venue can be difficult. If you have been tasked to find a great venue for your company's next event here are 4 do's and don'ts that will help you find a great spot.
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What is Venue Booking
Venue booking is simply finding the perfect location for your next event. When you are looking to lock in a spot for an event, there are many options for you to choose from. A simple google search will find you many spots to choose from within a couple miles of where you are searching. Make sure to contact the venue staff before you book anything. Another rule of thumb is to visit location in person before booking.
Why a Venue is Important for an Event
A venue can make or break your event. Choosing the right venue can make the difference between another subpar event and a spectacular night you will remember forever. When you are looking to book a conference venue, the spot you choose to book is very important for your event.
You will want to make sure you have enough space for your event. This could be enough seats in the main room. This could also include break out sessions for the conference you are hosting. Parking is always important so you will want to ask about that. Finally, choosing the right venue will save you money in the long run in unnecessary decorations, directional signage, and even guest experience.
What are the Do's and Don'ts of Booking a Conference Venue
Here are some crucial things to remember when booking your next conference venue.
Do book your venue early.
The earlier you book your event space the better. The earlier you book the more dates are available and the prices typically tend to be lower. Last minute bookings are hard to find the right dates. Venues also tend to hike the price up for last-minute events. Look ahead in your schedule and get your venue booked!
Don't forget the amount of space you need.
You will ned to plan how much space you will need for your conference. Do you need a main auditorium rooms for keynotes speakers? Will you need multiple rooms for break out sessions? You will want to know how many attendees you plan on having when you go to book the venue. You can always make adjustments as the event gets closer, but that number will help determine the cost of event.
Based on your needs, you can also ask the venue what furniture they provide. Some venues have theater seating while other will also include tables. Have these questions prepared when you contact the venue staff.
Do ask all the questions needed!
Write down all the questions you have for your event and the venue when you contact a rental space about their location. You will want to know about all these things before you sign a contract or put down a deposit. Here are some questions you should ask when checking out a location:
- What rooms are available?
- Does furniture come with the contract?
- What additional fees are included? (cleaning, security, venue staff)
- What about parking?
- When can I load in?
Don't forget to check out the venue in person.
One of the main things you do not want to forget is to check out the venue in person before you book anything. Pictures and videos are great, but they tend to hide many things. After you have paid and signed a contract, you do not want to be surprised by a nasty smell or a hidden eye sore that the venue staff left out of any pictures.
Check out the site in person so you are prepared for your event. Most venues allow you multiple site visits before your event to check out the lay of the land. That will help you prepare for your event and be organized. If you are not able to check out the venue in person, send someone from your team. It's worth it!
We hope this article has helped you answer some questions for your next conference event. Here is another great article that may help you get some things organized. Happy planning!
Frequently Asked Questions
Q: What if my company has a small budget?
A: There are many areas where you can cut back on costs. However, your location is one area you will need to be prepared to spend a good amount of your budget. A good venue location will actually save you money.
Q: What additional fees are included with most venue rentals?
A: Most venues will inform you of additional fees included in the contract. These include things like cleaning, security team that is provided, and any venue staff. This could also include a security deposit.