How to choose an Event Venue
Venue selection for any event, big or small, always plays a major role in event management. Essentially, the venue should have all the required amenities for the event. Being cognizant of only the basic details such as type of the event and number of participants may not be sufficient to decide whether indoor theatres, heritage locations, concert halls, public grounds, or any other location is suitable as the event venue. There are many more subtle information and other essential facilities and technologies that play decisive role in venue selection. J&R events, the leading wedding planner in Pune, share tips with us in selecting a venue.
Place of the venue
Selection of a location favorable to most of the participants is very important as it will ensure many attendees to participate in the event. Accessibility of venue aka availability of transport facilities and if necessary, lodging facilities near the venue play a crucial factor in decision making. Although it is not possible to fix a venue to suit every individual’s preference, venue can be selected at least to suit majority of the participants.
Number of participants
Number of participants should be taken into consideration as it helps in selecting the size of the venue. An event may be an intimate affair with limited number of participants or a grand wedding affair or a product launch of a company. Size of the venue size can be determined only with the fair estimation of participants’ count. The size of the venue should be proportionate to the number of participants to avoid overcrowding appearance or sparsely attended event.
The venue should have all necessary basic facilities like parking facilities, electricity, kitchen, décor, seating, supporting staff, audio visual equipments, restroom, cleaning staff, recreation facilities for kids and adults and many more. If not available, depending on the need, these facilities should be arranged through vendors at an additional cost. Needless to say, a perfect layout for the main program and dining facilities is always beneficial for smooth running of the event. For outdoor events like wedding, corporate team building, exhibitions, or family parties, it is important to check the availability of in-house management facility. This is not only to curb the additional costs but the availability of in-house facility saves lot of time and effort.
Governing rules and regulations
Local rules and regulations can never be ignored and they play a crucial role in finalizing the venue. For instance, if the rules and regulations of the local administration stipulate that no outdoor event can be conducted within 100 meter radius of a hospital, there is no point in selecting an open ground, adjacent to a hospital, as venue for a music concert.
Times have changed and so are the expectations. Now-a-days, technologically aided venue is what the clients are looking at. Wi -Fi enabled venue, facilities for live HD streaming of the event and other technology driven facilities have become the norms of the day.
With all other arrangements on par with sheer excellence, a wrong selection of venue may turn out to be a futile event. J&R events, one of the most sought after wedding planner in Pune , further explain that proper thought process behind the selection of a venue goes a long way in success of the event.