So, you have to select a spot for your next client meeting? Or do you want to hang out with your friends outdoors on the weekends? What location should you go for? Choosing a meeting location is quite the responsibility. Even though people trust your judgment, you can keep the following factors in mind while planning for your next outdoor session. These factors will make sure you choose the ideal location.
- Cost
Firstly, it is better to be cost-conscious. You should keep the venue cost down. Secondly, it will allow more space in your budget for food and beverages, and entertainment. Thirdly, choose a flexible date. Some days are comparatively cheaper.
- Ambiance
The décor of the place is important. For instance, the style and architecture convey the story of the place. A gala would need a different interior than an expo. Therefore, if the ambiance fails to match the look of your event, then the more decorating you’ll need to do to make up for it.
- Location
A convenient location is easy to locate and access by the attendees. However, if certain attendees are from out of town, then one needs to make accommodations. Therefore, the hosting party needs to make reservations and hotel bookings. In addition, valet parking will also help the attendees.
- Service and Amenities
- Firstly, check if the venue comes with a caterer and a kitchen. Ones without the kitchen may have partnerships with food services. Or you can get your own vendor. If you are not able to secure a vendor, it may cause problems. Therefore, it is advisable to choose a place with a food-providing partner.
- Secondly, does it have chairs and tables? If so, then would it accommodate the strength you are planning to invite? Make sure the sitting arrangement matches your event’s vibe.
- Thirdly, does it have a setup or cleanup crew?
- Fourthly, does it provide AV capabilities? A place with built-in audio-visual equipment is a must these days. For instance, if you are planning a birthday party or reunion you will require an AV system for entertainment.
- Fifthly, what is the capacity? How many people can the space accommodate? In addition, also check if they have fire and other emergency safety.
- Parking
Check if the venue provides a parking lot or valet parking. A venue with a parking lot is convenient. Similarly, if there are parking lots nearby, are they open to access by the attendees? However, if that is not the case, consider these few alternatives:
- For instance, you can rent one. Otherwise, reserve nearby parking lots for your attendees. Include the cost in the ticket prices. Otherwise, let them pay for their parking.
- Similarly, Uber and Lyft also provide services and credits to new users. You can hire them for attendees. Let them know about the discounts and perks of the service.
- You can offer valet parking too.
- Accessibility
Differently-abled people may attend the event. Therefore, the event should keep in mind adequate amenities while choosing a meeting location. Firstly, know the specific needs of the attendees.
Secondly, make a list. You may need baby changing stations, wheelchair access, and even an emergency room. In addition, there must be special arrangements for the elderly and guests with specific health issues. Create a seating chart accordingly.
- Acoustics
Have you ever attended an event so loud that others were barely audible? In other words, that is poor acoustics. For instance, a low ceiling might make the venue cozy. However, it will make the sounds loud in case of a packed room.
Similarly, at an event in a big conference hall, everything seems to echo. To emphasize, the large hall creates echoes or what is alternatively known as “reverberation”.
Acoustics may not be the focus of the event. However, it does improve the quality and experience that you provide to the attendees.
