How to Choose a Great Venue After Event Planning School

Posted on December 29th, 2016 - Written by: Trebas Toronto

Choosing the right venue helps create an outstanding event

Choosing the right venue helps create an outstanding event

There are many aspects to planning an event. While planning, professionals consider theme, event objectives, catering, and more. The list seemingly goes on forever. One significant consideration professionals also keep in mind is nailing down the venue. No matter the type of event, whether it may be a convention, conference, wedding, or a corporate meeting, the venue can often be a make-or-break aspect. Fortunately, professional event planners are armed with the knowledge needed to choose a great venue that will fulfill any event’s purpose.

Are you interested in becoming an event planner? Read on to discover four key things event planners keep in mind when scouting out possible venues.

After Event Planning School, Consider the Location of a Venue

Before picking out specific venues to consider, it’s best to start by assessing who is going to be attending your event. Knowing who the target attendee is, where they live, and how they will arrive will greatly impact your decision. If most of your guests are arriving from a business trip out of town, it makes sense to choose a hotel with meeting spaces close to an airport. By doing this you’re making it as easy as possible for attendees to enjoy the meeting and arrive on time.

Base your venue’s location on your attendees and their needs

Base your venue’s location on your attendees and their needs

If you’re planning a celebratory event where you know people will consume alcohol, it may be best to choose a venue that’s centralized in a city with access to safe transportation. Once you determine an ideal location, you can start narrowing down your search to venues within that space.

After Event Management Training, Assess if the Venue Fulfills Your Vision

After graduating from event planning school, you will work with a variety of clients and help determine the theme and vision for their event. Do they want a rustic wedding? Casino-themed corporate Christmas party? Depending on the theme of the event, the ideal venue might be very different.

When evaluating venues, you should consider whether or not they can fulfill your clients’ vision. For example, does the architecture fit with your theme? An ultra-modern building for a classic ball probably isn’t the best fit. It’s also important to think about the capabilities of the space. If you have certain ideas in mind for elaborate decorations or audio visual (AV) equipment, make sure to evaluate whether the space can accommodate those decorations.

Conduct a “Familiarization Trip” to Multiple Venues that Interest You

Once you’ve narrowed down several possibilities, you should conduct a familiarization trip (FAM) to each one. During a FAM you will tour the short list of venues you’ve selected.

Typically, the sales managers of the venues will show you around the facilities. Getting a firsthand look at the venue helps you see it from an attendee’s perspective. Make sure you ask plenty of questions, take lots of notes, and snap photos. After event management training, professionals often claim that when they walk into a space, they know right away whether the vibe is what they’re looking for.

While touring venues, take detailed notes about their amenities

While touring venues, take detailed notes about their amenities

Consider the Cost of the Venue and Your Budget

An event with an endless budget is what any event planners’ dreams are made of. Unfortunately, even with large-scale clients, this will never be the case. Working within a budget is extremely important when choosing a venue. Splurging on the venue cost can take money away from other important aspects like catering, entertainment, or even the promotion of the event.

It’s important to remember that different venues will include different amenities in their pricing. You may have one venue that is cheap, but bare bones. Another venue, on the other hand, could be more expensive but things like AV, tables and chairs, and linens are included. The cost of these inclusions can add up, so considering all aspects of the venue pricing is extremely important to getting the most bang for your buck.

Are you interested in enrolling in an event management course in Toronto?

Contact Trebas today to learn how you can get started!

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