Quality content might be enough to grab attendees’ attention, but is it enough to drive them to your event? Experts say no. It also takes the right event venue and location to excite and motivate people to attend an event.
There are several things to consider when making a decision about the right venue. Location to local attractions, cost, services included and relevance to your event are all important aspects.
Event Venue and Location Tips
According to Rachel Sprung, Customer Demand Manager at HubSpot, you can capitalize on your event venue and location by promoting local attractions. She advises that attendees are just as interested in the location/region as they are the content of your event.
Rachel states that where you hold your event is often “one of the biggest draws for potential attendees.” She also suggests getting “discounted rates to some of those attractions” as a way to generate excitement and incentive for attendance.
Tip # 1 – Event Venue Cost Impacts Budget
Keeping the cost of your venue within budget can be a challenge, especially when it’s the largest expense you’ll have for an event. It’s important to carefully compare venue packages and what they include.
For example, will your catering, meeting room, technology, visuals and audio needs be met with the venue package or will some of these be add-ons? If so, how much will add-ons increase your overall venue cost?
Tip # 2 – Included Services Means Bigger Bill
It’s important that your venue offers everything you need in order to hold a successful event. Julius Solaris, editor of EventManagerBlog.com, reminds that, “Such service convergence makes the bill bigger and the weight associated to the decision heavier.”
He points out that your venue selection therefore has the “biggest impact on your budget and overall performance of the event.”
Tip # 3 – Time of Day to Visit Venue
One thing that many event planners overlook is how the venue will appear during different times of the day. Efsharp @DJEfsharp advises, “With #events, time your site visit at sunset. It’s the best way to get a see how the #eventvenue looks in day and nighttime.”
You may also wish to visit the venue in the morning to get a complete idea how your attendees will experience it throughout your event, especially if it’s more than a few hours, such as a weekend event.
Tip # 4 – Venue for Outdoor Activities
If you have outdoor activities planned, such as a patio luncheon or a party at night, you definitely need to visit the venue during that same time of day. This will provide a complete picture of what you can expect.
This includes being able to gauge the amount of normal activity taking place in the vicinity and if it will interfere with your event. Such information is especially helpful if there’s a question concerning the noise level or typical level of traffic (ground and air) during that time of day.
Tip # 5 – Meeting Space
It may seem obvious, but the actual space available for meetings is an important factor when selecting a venue. If you can’t accommodate attendees comfortably or don’t have ample space to conduct activities, then your event won’t be as successful as it would be with adequate space.
Solaris cites a study conducted by the International Special Events Society that revealed “meeting room information is the most important factor in the decision…” process for a venue. For some event planners, this study had a few surprises, such as event planners rating meeting room features as a higher priority than the location.
Tip # 6 – Venue Relevance to Event
It’s very important when selecting an event that you choose one that’s relative to the actual event. A few examples include:
- Paint and sip: Local winery, brewery or bar/pub
- Sporting goods company: Sports center
- Toy company: Disney World
- Business networking: Rooftop bar or upscale bistro
- Historical society: Museum, battleground or a National Landmark building
There are times when such matching of events and venues might not be the best choice. In those instances, you may decide on a venue based solely on its location and popularity. For example, a local barn venue or restored historical building might be highly popular choices for all types of events.
The Right Venue
There may be a limited number of local venues available for your event. If the venue simply doesn’t fit, then it may be feasible to change the location to another city. When selecting a location, be sure that it’s easy for attendees to reach and isn’t so far out of the way that it’s off-putting to attendees.
As you can see, choosing the right venue and location requires some research. When you offer a great venue along with quality content, you’re sure to have a successful event.