In the event planning and management, the most important element to consider is ‘The Venue’ of the event. If you are from an event management company then you might understand what it takes to find the perfect venue for the event. And if you are someone new to the event management industry, you must know beforehand what necessary elements you should consider for choosing the event venue.

1. ELEMENTS TO CONSIDER BEFORE
CHOOSING THE EVENT VENUE
In the event planning and management, the most important element to consider is ‘The
Venue’ of the event. If you are from an event management company then you might
understand what it takes to find the perfect venue for the event. And if you are someone
new to the event management industry, you must know beforehand what necessary
elements you should consider for choosing the event venue.
In this article, we will guide all the newbie in event management industry on how to choose
the perfect venue for their event. Now, the question arises when you should start your hunt
for the event venue? The minute you have the information regarding budget, estimated

2. event size, and space requirements, you should start your search for the event venue. The
most important thing is that you should book your venue 5-6 months before the actual event
so that you have ample of time to organize other critical things well like the catering, event
brochures, and websites.
For the event planning and management are you using any kind of tools? If not, check
here Which Event Management Tool You Should Use?
What elements to consider when choosing an event venue?
Location
You might have considered this element already. For a local event, you might opt for the
location which is near to the most attendees’ homes or places of work. But if there are
attendees traveling from out of town then you might need to choose a venue which is within
a reasonable distance from the airport or the hotels they are residing at.
If you want to reduce the chances for your attendees to be late, provide your attendees with
a mobile event application like Whova, which is essentially a standard these days. With
GPS maps, driving directions, and parking/shuttle information available right at their
fingertips, your attendees will be more relaxed and it will be less hectic for them to find
the venue.
Parking
This element is on the list because there might be attendees who opt to bring their own
vehicles to the events. In that case, parking turns out to be an essential element. If your
venue does not have parking lots, then check if there are any parking lots available near
the venue. Do not worry if your event venue does not have a parking lot, you can do the
following:
 You can reserve the nearby parking lot for the attendees and include the fare in the
ticket cost or ask the attendees to pay when they park their vehicle.

3.  Take a look at the discounts offered by Uber for the events, you can negotiate with
them to set this up and provide the attendees with the promo code.
Capacity and Minimums
 The capacity: You will need to have the information of the room capacity of the
venues for a few reasons. First, 500 people (if it is your estimated event size) cannot
comfortably fit into a room with a 250-person capacity. And second, there are fire
and safety codes that the venue has to follow.
 The Food & Beverage Minimums: If your venue offers food and beverages and sets a
minimum food and beverage spending amount, ensure that the past Food & Beverage
records from the previous events are in line with the minimum cost. If you estimate
much more Food & Beverage spending than what the venue requires, it means you
would be a good customer to them and that would be bad for your budget. Negotiate
whether the venue can provide you with any complimentary service like Wi-Fi along
with the F&B minimum.
Services and Amenities
Before you fix the venue, you should check for the service and amenities provided by the
venue. Check for services and amenities like if they have a kitchen and can it provide
catering to your event, does it have the seating and linens that can be used by you for
your event, does it have a setup and cleaning department and does it have Audio Visual
capabilities.
Ambiance
You should pay a special attention to the ambiance of the venue i.e. the existing décor
inside the venue. If the ambiance nearly matches the theme or type of your event, then you
have to work less on the décor part. Make sure to ask the venue holders, if you can make
any changes to the place or not beforehand to avoid any conflicts.
Accessibility
Accessibility means the possibility, especially the attendees with special needs can access
the building and its amenities. You might know due to your previous event experiences

4. that children are expected in your upcoming event but you should also keep a check on if
there are any attendees with special needs who might need some special amenities.
Acoustics
You might have come across an event venue that was so loud that you were unable to hear
the conversations. That is because of the poor acoustics. Acoustics is something how the
sound travels through the venue. A low ceiling might make the venue seem cozy but it will
make it louder when it is packed with the attendees. Alternatively, a large venue with a
higher ceiling will result in echoes, or what architects refer to as “reverberation”.
Cost and Flexibility on Event Date
Being flexible on the event date can be a great way to negotiate with the venue holders.
There might be chances that they have open dates on their calendar that they want to fill.
By providing them with 2 or 3 date options, you might get some discount on the overall
pricing.
Now that you have the list of elements to consider before choosing the venue, it will be
easy for you to get the perfect venue for your event. If you want to know about more such
elements then do visit this amazing site. And do not forget to share your views on how this
article was helpful for you in the comment section below.