7 Top Tips For Choosing An Event Space

By Author: AKM
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The suitability of the space or venue like history museum event rental itself determines the success of any event. If you get it wrong, your event could be a disaster, but if you get it right, it could be a smashing success!

We have compiled a list of top tips for choosing a space to suit your event based on our many years of experience in event management and AV installation.

1. Budget
Be clear about the budget from the start. Although you may desire river-front, roof-top space with free-flowing Pol Roger, your budget may not (and most likely will not) allow for it. You don't have to spend a fortune to put on a spectacular event. Lighting and special effects, for example, can transform even the most unappealing spaces. Costs will not spiral if you have a clearly defined budget from the start, and you will not feel bankrupt.

2. Know Your Guests
Knowing who your guests will be and how many you expect to attend is an important part of selecting an event space. The number of attendees will undoubtedly influence your choice of event space, so make an educated guess (e.g., 50-65 or 200-250). The number ...
... of guests you invite will also have an impact on the type of event space you need - a small hen's party and a 50th birthday bash for 150 people will require very different event spaces and styles.

3. Event Days and Times
Check the school holiday calendar as well as public holidays as these may affect the desired date for your event (as well as whether or not the event space is available).
You may get the event space you want but not the date, or vice versa. Try to be as flexible as possible and have two or three potential dates in mind.

4. Scope Out
Once you've determined the event date and guest list, you should look into potential locations. List three or four criteria that are important for your event (e.g., sea views, seating for 300 people, in-house catering, etc.), then search for and visit event spaces that meet these criteria. Don't be afraid to check out a few different venues before deciding on one. A hotel or function space is a popular choice for weddings and corporate events, but a winery cellar, modern warehouse, or museum hall can also be exciting alternatives. Consider the following when scoping out an event space:

* Event theme
* Location – is the event indoors, alfresco or a combination of both?
* Venue fees – what are they and what is included?
* Space – is there enough for the type of event you are planning (including a dance floor)?
* Parking – is there enough and is it free or paid?
* Unique features of the space that meet your criteria for the event

5. Audio-Visual

Unfortunately, AV is frequently overlooked when it comes to event planning. Despite this, it is one of the first things your guests will notice if it is broken! To ensure quality sound and lighting for the duration of your event, use quality AV equipment from a reputable company. Consider the following:

Audio – Are you going to give a speech? Will there be any dancing? You must either ask the venue if you can use their audio system or hire your own.

Vision – Are you presenting a PowerPoint at places like Atlanta art museum events? You will need to connect your laptop to the projector or TV at the venue. Are you throwing a sporting event? Ensure that you have enough large screens to broadcast the game. A large LED screen adds a 'wow' factor to the game and is the best way to watch it.

Lighting – This will be determined by the event's theme. Lighting can be customized to create any color or effect you desire, including lighting with a company's logo or a person's initials.

Staging – Is a low riser required for the wedding table? Or perhaps a high catwalk stage for a fashion show? You may be able to use the venue's staging or hire some if it is available.

Special Effects – Depending on the theme of your event, consider hiring a dry ice machine, bubble machine, or snow machine to add intrigue and excitement.

6. Restrictions
Some venues have a preferred supplier list, but you are not required to use them. Obtaining outside suppliers is frequently less expensive. Security, audio-visual, catering, and furniture rental are some examples. Don't be afraid to look for alternative suppliers.

7. Other Events
If you hold your event in a hotel, function space, or hospitality venue, it is highly likely that other events or people will be present at the same time as yours. Make sure there is enough signage for your guests to follow so they don't get lost (including toilet signage). Keep in mind the noise factor - if you're having speeches, you don't want the noise from the next room to disrupt your event.

So, whether you're planning a wedding, a corporate event, or a small cocktail party, the event space has the power to define your guests' experience. You only get one chance to make a good first impression on your guests, so make it count!

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