Choosing the right venue for your event can either be one of the easiest or one of the trickiest parts of planning and producing your conference. It’s safe to say that conference venue finding is among the most integral aspects of event planning – you can’t hold an event if you don’t have a venue!
To make the process less troublesome for you, Purple Patch include venue finding in our inclusive event management services. We usually stick to these 6 tips when comes to properly locating and vetting a conference venue.
Search in the right spots
Your search has to start somewhere, and that’s usually with a search engine. You’ll get plenty of results, but it’ll require sifting through them all to find the venue that suits your preferences. To narrow things down more, try searching on social media platforms like Twitter, Facebook, and Instagram for venues. Those that are active and have dates available will have verified accounts that they update regularly. Finally, you can try online venue search directories that allow you to filter your results. Purple Patch uses each of these methods along with calling upon our extensive network of event management professionals throughout London.
Stick to your budget
This should seem like an obvious tip, but you’d be surprised how often event planners ignore it! Narrowing venues to the ones that are in your price range will save you hassle – and money – late on.
Coordinate with your dates and theme
You’ll also want to take your conference dates into account when searching for venues. Or, if your dates aren’t yet set, you can choose them according to your preferred venue availability. Another thing to consider is your desired theme. Will your potential venue be suitable for the conference design you’re intending to use?
Check out the venue’s facilities
If you can, visit the venue to look at the facilities. See if there’s parking on-site and what kind of security systems they have in place. And make sure the place can accommodate entertainment, catering, and AV needs as well. In addition to in-person checks, don’t forget to read reviews of the venue online. They may have stellar facilities but a nasty reputation for treating staff poorly.
Consider your target audience
The size of the event is a crucial element to take into account as well. You won’t want a small venue that can’t hold your intended capacity. If you’re planning a big guest list, then look for a big venue.
Visit the venue
As we mentioned in our tip on venue facilities, visiting in person is worthwhile. Being on-site will help you visualise your event in that space, as well as pose questions to the venue staff. If you can’t manage a visit, then a phone call or video call is the next best thing.