What To Know About Your Event Location

February 15, 2016 0 Comments

What is the use of getting a hall that is not spacious enough for the guests to dance? Well yeah, that is exactly what some event planners do. Merely looking at the brochure or pictures sent to you via your e-mail is an unsafe way to choose a venue for example, the size may not be adequately depicted.

With enough time provided or set apart, you should be able to go check the location yourself the location and properly take note of the details that will be essential in helping with your event. Plan a visit with them to get acquainted with the vicinity. Below are important things you will need to know about your event location.

#1. What to do before visiting the venue:

  • Get the full contact details that you can use to reach out to the owners of the venue or the person in charge. Ensure that you have the specific details of how to contact them and get through to them.
  • Know the available dates that you can go to the place; days that will be free in order for them to give you their full attention.

#2. Location of the venue

  • When it comes to the location of the venue, be sure that it is in an accessible area that others can easily find their way to.
  • A walking distance from the train station or bus station.
  • One that is within close reach to a nearby roads and shops in case the attendees might need to get something urgently.
  • The distance and cost estimated from the airport to the venue (for those flying into the country).
  • If the location does not offer accommodation, check if there are nearby lodges or guest houses around the area.
  • Be very sure there are parking lots provided; if there isn’t any, check for other alternatives.
  • Know the floors on which you will be hosting your event and how easy the guest can access it, whether via stairs or an elevator.

#3. Price rate

  • The rate of the venue should be made clear to you.
  • How much will you be charged, whether per hour or day?
  • Ask if you will need to pay any extra cost for offers that are going to be provided by the on-site staff working at the location.
  • Overall, make sure you are well informed if the prices comes with VAT or not.

#4. Exterior & interior appearance

  • How is the style of the building? Is it appropriate for your event theme?
  • See how well you can use the building to decorate it to your suitability
  • Compare the building structure with other possible buildings on your list.

#5. Interior services

  • Inquire from the staff working at the location if there will be equipment and props provided by them, for e.g. Tables and Chairs, AV equipment, Staging, etc.
  • Find out how many people can the hall take and ways you can maximize the space you’re hiring.

#6. Accommodation facilities

  • Number of available bedrooms that can be booked for guests who will be staying there.
  • Types of bedrooms, i.e. Master Bedroom, Joint Bedroom, Holiday Suite, etc.
  • The availability of room services, and at what time.
  • Work out the distance between the meeting rooms to the facilities areas, such as the dining room, pool, spa, etc.

#7. Outdoor space availability

  • Study the outdoor space; will it be able to take up the amount of people you intend on seeing?
  • Check with the staff to ask if you are allowed to set instruments outside.
  • Make sure you have outdoor tents in case it rains, or if possible, you could ask the head of the location.

Plan all the things you need and put them in place. Find out any other additional information you might have missed out. Don’t forget to take plenty of pictures.