1. The first things to consider are: what kind of event it is, the budget that is being assigned for it, and the date. Some venues are very popular and it is essential to book the venue a long time in advance. It may sound exaggerated, but some places need to be booked a couple of years before the date of the event! The more venues are evaluated, the more chances to get a better deal regarding budget, date availability, and outsourcing requirements. After that, it is time to evaluate the event’s needs, from audio/visual requirement to the menu options.
2. Outdoor event or indoor event? The temperature of the place where the event is going to be hosted and the weather conditions that can be expected from the chosen date have to be evaluated.
3. How many guests are joining the event? The size will basically depend on the people attending and the planned activities. In addition, chairs and tables need to be arranged in a certain way.
4. A full menu or just a couple of drinks? When planning meals and breaks, the venue’s menu items have to be checked and tailored to everyone’s needs: not forgetting about vegan, vegetarian, gluten-free and sugar-free items. It is also useful to consider hiring an external catering service and the cost of it.
5. Lights, camera…action! Lighting will set the mood and the atmosphere during the different parts of the event. Whether it’s during a cocktail, lunch, dinner or a corporate meeting, customized lights will create the ideal environment.
6. Is audio-visual preparation required? It is essential to check and evaluate what the venue offers or if it is better to outsource it.
7. Entertainment? Music is an important part of the atmosphere. Live music band, a DJ or just relaxing background music? Depending on the type of function it is required to consider if the venue can hold games, fun activities or competitions.
8. What about accessibility? Consider having guests with mobility assistance needs, how close are restrooms to where the actual event is meant to be, and the access for any equipment that needs to be brought through the venue’s doorways.
9. Picture time! Taking pictures is very important during the onsite visits to different venues. It is more convenient to have visual support when making the final decision.
Be prepared to spend a lot of time and effort into the planning process and it will be worth it!
Don’t you feel like starting up a new event planning project?