Book A Venue For Your Event In 9 Easy Steps

By Author: AKM
Total Articles: 690
Comment this article

Nothing beats the thrill of a successful event. However, for some, the event planning process can be intimidating. But it doesn't have to be that way.

Follow our 9 simple steps below to book the perfect venue like museum rental space for your event and revel in the final triumph!

Determine what your event requires
"What does your event require?" or "What type of event are you hosting?" Most venue managers will start with these two questions.

So, before even speaking with a venue manager, make sure you know exactly what you require. Communication is essential for event planners.

However, before you communicate with them, you must know what you want. Consider what worked in the past for your previous events.

Alternatively, what did not work in the past when you hosted events? Use this information to decide what types of event spaces to visit.

Solidify your event budget
If you know you can't afford the venue, there's no point in going on a site visit. So make sure you have a firm budget in place.

This may appear to be an obvious first step. However, many people are unaware ...
... of how large the budget should be.

Any, if not all, of the following should be included in your budget:

* The venue rental cost
* Food & beverage costs, or catering costs
* Furniture and equipment rentals
* A/V equipment (if not provided by the venue)
* Registration and ticketing – software and staff
* Accommodations and travel for speakers, emcees, and additional talent
* Decorations (if not included in the event venue rental cost)

Estimate the number of attendees
The size of the venue is also an important consideration. If you're just getting started, this can be an estimated range.

However, ensure that your chosen venue can accommodate anything within that range. This way, you'll be prepared for whatever happens later in the planning process.

Narrow down the location of your event venue
Everything revolves around location. Some corporate events select a fun location to provide their attendees with a brief vacation experience.
Others, on the other hand, prefer venues that are close to public transportation. Alternatively, venues with their own parking lot to make things more convenient.

When it comes to location, you should consider which venues best meet the needs of your target audience. "Are attendees looking for a purely intellectual experience?" ask yourself.

"Or are they looking for a venue that has some fun bells and whistles?" Of course, your budget will influence where you choose to hold your event.

But, when in doubt, put yourself in the shoes of your intended audience.
Consider event venues that will match your event flow

The flow of your event is critical to the overall experience of your attendees. Will you need more meeting rooms for breakout sessions?
Or do you only require one large exhibition hall? Having a clear vision for your event will assist you in selecting the best venue.

Check that the event venue has the right facilities
Not every location like museum space for rent has audio-visual equipment. However, if they do, make sure to test their projection screens, monitors, and microphones during your site visit if possible.

In this day and age, you'll almost certainly be recording the event for virtual guests. As a result, you'll want to make certain that you're working with high-quality equipment.

Set your event date
After you've narrowed down the venues that can meet your needs, it's time to set a date! When selecting a date, you should obviously check the venue's availability.

But don't try to rush the planning process if they can't give you a date far enough in advance. You'll want as much time as possible to properly plan the event.

Rushing will only cost you more money and stress. Instead, consider what your target audience might enjoy.

If this is a corporate event, consider scheduling it on a weekend rather than a weekday. Alternatively, if you're hosting a multi-day event, think about which dates are most flexible for guests traveling.

When you consider your guests, they notice and feel cared for. And that is exactly what your event is about!

Hire the right emcee
We discussed the logistics of event planning. However, if you want to combine logistics and entertainment, you'll need to find the right emcee for the job.

Your event's master of ceremonies should be both welcoming and informative. Most importantly, they should be amusing!

How boring is it to attend an event where the emcee simply reads from cue cards? A good MC will connect with your audience and meet with you ahead of time to get a better idea of what they might be interested in.

The last thing you want is for a bad MC to undo all of your hard work in organizing the event. So hire a professional - you won't be sorry!

Make the attendee experience unforgettable!
All of these steps should be aimed at improving the attendee experience. Because that is what these kinds of gatherings are all about.

Consider how you want guests to feel after the event and base your decisions on that.

Wrapping up
Booking a venue does not have to be so difficult. Following these 9 simple steps will make the planning process seem effortless.

I love to write.