Site selection is often the most demanding part of event planning process. Experienced event planners are well aware that selecting the right venue is an assessment that plays a decisive role in the success of an event. Often, a minor oversight in the site selection process may be the reason for major problems in event planning and execution. Selecting the ideal venue encompasses meeting certain requirements such as location, key dates availability, accommodation, transportation, meeting rooms, audiovisual equipment, and pricing.
The first thing to consider is flexibility. Depending of the time of the year and the location that the event is planned, the rates of hotel rooms and meeting rooms may vary significantly. Typically, venues offer lower rates during their off-peak seasons in order to maximize their event space. event planners that are willing to hold the event during non-peak times or have alternative dates, cover the small space in time that the venue is available and doesn’t anticipate covering, and they can negotiate lower rates.
Similarly to alternative dates, it is wise to have also alternative destinations. Different geographical areas have great price fluctuations during their peak and off-peak seasons. Event planners that operate on a tight budget cannot afford to plan an event on a major city during peak season. By exploring secondary markets in the surrounding areas of the main destination they can keep track of costs. Normally, secondary destinations can provide quality facilities and excellent services at considerably lower prices.
Having alternative venues in mind is also a good strategy in site selection process. Event planners typically prefer hotels, conventions centers and conference centers to hold an event. However, innovative planners who think beyond these commonly selected venues experience high attendance rates for considerably lower prices. For instance, events that have been held at museums, aquariums or art galleries have been far more successful than events that have been repeatedly held in worn out hotels.
Defining the event requirements enables event planners to define their needs and save time when assessing offers from a number of venues. Such requirements include hotel rooms, catering services, meeting rooms and audiovisual equipment. Besides, the collection of multiple bids from different venues is a good strategic decision. Event planners should focus on research in order to identify the best venue that meets the event requirements at the lowest price.
Location plays a key role when selecting an event venue. Transportation costs can be very high if the site location is not close to the local airport or easily accessible via public transportation. Besides, event attendees need to limit their travel time in order to have time to attend the event, but also off-site activities. Experienced event planners typically cooperate with venues that offer complimentary transportation within a 3-5 mile radius of the property, downtown and to the local airport in order to avoid taxi expenses and car rental fees.
A good research of suppliers is also a powerful tool. Typically, venues offer quotes for on-site service providers such audiovisual companies and caterers. However, the premium rates charged by these providers may significantly increase the total cost of the event. Event planners should request from the venue a list of their preferred suppliers, but they should also do their own research in order to compare prices and make the most cost-effective decision.
Finally, negotiating multi-year deals allows event planners to be offered better package deals that include extra facilities at lower rates. Venues that cannot offer low rates for one-time events have the flexibility to offer low rates if they know they will be hosting an event for the next three years. In the context of frequent guest programs, venues understand their customers’ needs and stay competitive.
Event management is an intricate task with multiple layers. In the site selection process, paying attention to details and defining the event requirements enables event planners to hold successful events that meet their expectations and the expectations of their attendees, while they also leverage their negotiating power with the multiple venues.
I work as a financial and investment advisor but my passion is writing, music and photography. Writing mostly about finance, business and music, being an amateur photographer and a professional dj, I am inspired from life.
Being a strong advocate of simplicity in life, I love my family, my partner and all the people that have stood by me with or without knowing. And I hope that someday, human nature will cease to be greedy and demanding realizing that the more we have the more we want and the more we satisfy our needs the more needs we create. And this is so needless after all.
There are no posts related to How to determine the right venue for your event.
