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13 Important Things To Keep In Mind When Selecting Your Venue For Event

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By Author: AKM
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The first task for any new event coordinator, like most others, is to find a venue. It is the most crucial aspect of any event. In most cases, other details cannot be finalized until the venue is determined.

Before you can begin inviting attendees and arranging presenters and performers, you must first determine the location.

Even though choosing a location is the first step, it is also the most difficult. There's a lot to consider, and a lot is riding on your decision. Here are some factors to consider when selecting a venue like museum wedding venues Atlanta.

1. Cost (and your budget)
As you might expect, cost is the most important factor, so we've listed it first. Your venue will consume a significant portion of your budget, but it cannot consume your entire budget. You will still need to purchase food, signage, supplies, and possibly entertainment and staff.
If you're willing to be flexible with the date of your event, you can save money on your event venue. Obtain prices from venues for various times of the week, month, and year. Plan ahead of time as much as possible to ensure a favorable ...
... reservation rate.

2. Ambiance and mood
Creating an atmosphere that is relevant to your topic and appealing to your audience is an important part of organizing an engaging event. Because modifying or decorating a venue is costly, it's best to select one that already fits your theme.
Choose a posh hotel if you want to create a luxurious atmosphere. Rent a modern space if you want to create a trendy scene. Choose something industrial and open if you're hosting a tradeshow.

3. Capacity and size
Every structure is constrained by the number of people who can occupy it at any given time. Some rooms are also limited. Before you begin sending out invitations, make certain that the venue can legally and comfortably accommodate your guest list.
Physical size is also important. It is critical to ask questions such as 'How tight will the seating be?' Will your guests be able to move freely through the venue space without being restricted in any way? How big does the room seem? Is it warm and inviting? Is it open and airy? Based on room layout, two venues with the same maximum capacity may feel very different.

4. Access to Wi-Fi
These days, a strong Internet connection throughout the venue is absolutely necessary. Throughout your event, your attendees will expect to be able to check their email, text their friends and family, and post to social media, especially if it lasts several days. Ascertain that the venue has a strong Wi-Fi connection that extends throughout the entire space.

5. Parking
For many people, parking is a deciding factor. They need a place to park their car, but they don't want to leave it on the street or pay a high price for a day's parking.
Even if access requires an additional fee, your venue should ideally have some parking arrangements. If parking is important to your guests, select a venue with its own lot/garage or one with nearby parking available.
In unusual circumstances, some event coordinators offer valet parking to attendees even if the venue does not. Valets transport cars to and from nearby parking lots.

6. Insurance
Some venues will refuse to do business with you unless you have the necessary insurance. Discuss with the museum rental space the type of insurance required and who is responsible for providing it.
If you need to provide all or part of the insurance for your event, your general liability agent should be able to assist you. Just make sure you contact him or her as soon as possible.

7. Acoustics and sound
Your attendees will become disengaged and bored if the sound in the venue is too low or too loud. No one wants to have to crowd in front of the speaker or shout over the volume to talk with their friends.
A venue with poor acoustics, regardless of price, is not worth your time. Sound is amplified by low ceilings. Echoes are created by large open spaces. Find a venue that strikes a good balance. If necessary, put it to the test.

8. Location
The location of your event is important because it can influence who attends (attendees and speakers). If your venue is in an undesirable location or is too far from transportation systems (such as airports), the number of people who attend will be limited. However, a venue in the heart of Atlanta is accessible but costly.
Your venue's location should be simple to find and easy to get to. There should be easily accessible information to assist attendees in finding the location.

9. Technology
Your technology requirements will be determined by your event, so it's a good idea to have an idea of the types of attractions you'll be hosting. Pro presenters will require projection screens. Lighting systems may be required for performers. Everyone requires access to high-quality audio.

10. Food and beverage minimums
Inquire about minimums if your venue will be providing food and beverages. A venue may charge you for a minimum number of guests even if you do not invite that many. If the venue, for example, provides food (and charges you) for a minimum of 300 people, make sure you invite at least that many so you get your money's worth.

11. Layout
Consider how you'll set up the space as you look at potential venues. Before you leave, request an illustrated floor plan from the venue so you can compare it to other locations.
It's a good idea to have an idea of what kinds of activities, presentations, demonstrations, or exhibits you'll have.

12. Additional services
It's possible that a venue provides a service you never considered but would be an excellent addition to your event. A conference center, for example, may provide rooms with interactive whiteboards. You may not intend to use such a tool, but once you are aware of its existence, it may become an important part of your event.

13. Special access/amenities
First and foremost, ensure that your venue complies with the Americans with Disabilities Act and is accessible to people with special needs.
Consider your guests' ages as well. If you are expecting a baby, ensure that the restrooms have changing tables. If you anticipate an older crowd, make sure there is enough seating.

Choosing the right venue is, of course, a major decision. It will set the tone for the rest of your event. Your reputation will suffer if the venue is shabby, cheap, or does not meet the needs of the event. There's a lot to think about, so take your time and do your research.

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