It’s been nice to be getting out and about again in June and July, taking clients to see venues for events for later this year and for 2022. We thought it would be helpful to share some insight into the things to look for when visiting a venue.
Choosing the right venue for your event is a key decision – once you have narrowed down your search to a few favourites, where possible, we always recommend a visit to look around and find all the information you need.
We accompany our clients on these visits where we can, to help them ask the right questions and ensure nothing gets missed – it’s all in the detail, and there is a lot to think about.
Here is some insight into the things to look for when visiting a venue:
- Location – transport links and parking
Think about how your attendees will get there and whether the venue is situated in the best place to allow easy/convenient access. If you have international delegates, good links to airports will be key. If most delegates are driving, you will need plenty of parking.
Consider also where your speakers are coming from and how they will get there.
- Accessibility – entrances/exits
Ensure the spaces allow for a good flow through the event – you don’t want to lose/confuse attendees who can’t find where their next session is! Make sure the spaces are accessible and check out loading access if this is something you might need.
- Registration/checking in
You want to make sure your attendees are given a warm/efficient welcome when they arrive at the event. Make sure the venue will allow for this – if you are giving out badges and other items, is there space for this? If the event is in a hotel where delegates will also stay overnight, discuss the check-in procedure to make sure it’s smooth and avoids unnecessary queueing. An inefficient registration/check-in process can get things of onto the wrong foot.
Similarly, check the location of the cloakroom and assess whether you might need multiple, then work out the best way to use these to avoid queues and frustration.
- Risk assessment
Certainly for the foreseeable future, carrying out risk assessments for an in-person event will be essential to ensure the safety of attendees – Government guidance updated on 19 July emphasises the importance of risk assessments, and it’s important to ask for the venue’s risk assessment.
- Room layouts, seating/capacities
What is your ideal seating for your event? Make sure you’re clear on what the options are (cabaret, theatre, classroom, and so on) – and what the room capacities are for each. Ask how the room will typically be set out – if you are using a screen, projector, stage, which end of the room would these normally be positioned? If the room has pillars, check whether this will affect visibility for any delegates. If so, discuss the option to include screens places along the sides of the room to alleviate this if possible.
- Natural daylight
Whilst not essential for all events, it’s definitely a nice-to-have. In fact some clients we work with won’t use a venue for a daytime event if there is no natural daylight. If this is important then it’s something you will need to look out for.
- AV
What will you require in your event in terms of screens, projectors, sound, live streaming etc? Do you want to run your event as hybrid, with delegates attending virtually as well as in person?
Discuss your requirements with the venue, check whether they have an in-house team or use an external supplier.
- Approach to sustainability
This is a key issue and something to be considered as part of every event – check what the venue’s approach is – does this fit with your own company and your values around this issue?
- Terms and conditions
What is the policy around cancellation or postponement, in particular relating to Covid-19? Also, when will contracts be required and deposits paid. What are the minimum numbers you should have to commit to – and what happens if numbers go up or down?
- Wi-Fi
Double check the provision you will receive, especially if the event requires a fast connection – find out what you will have access to as part of your event.
- Catering
What are the catering options -is this in-house or are you required to supply your own. If in-house check their provision for special dietary requirements.
- Multi-event venue
If the venue is equipped for more than one event at the same time, ask about how this could affect your event and make allowances.
- Access times
Depending on the scale of the event, you will need to allow enough time for setup and breakdown. Make sure to check the earliest access times and latest breakdown available for the venue.
- Accommodation
Give consideration to the accommodation available at the venue or nearby, the number of rooms available/required and what kind of rates you may be able to negotiate for group bookings.
Just to re-iterate, our venue finding service is a free service* so we can help you in your search for a venue, and will guide you through the process to make sure you choose the best venue for your event.
*Terms and Conditions apply