Choosing a venue has always been one of the initial things to do when planning an event.
After all, there is nothing more important than ensuring you booked an appropriate venue for the celebration you will have. Event venues are paramount as they typically dictate the kind of event you will be having. Unfortunately, many event coordinators still struggle to find an appropriate venue despite the overwhelming number of options to choose from. Today, clients have a myriad of options at their disposal.
As a client, however, it is your responsibility to know what you are looking for. Do you want a venue that offers catering in the Philippines? Or do you want one that offers you competitive packages? Keep in mind that while venues are typically the same, they do not offer similar amenities and services. All that considered, you need to decide wisely and weigh your options before settling on one venue. It is also important to note that you should perform oculars and visit prospective venues to find one suitable for your event. This way, you can scale down your options and book the best place that satisfies your requirements. So, before going on a venue-hunting endeavor, whether that may be in the L’Aquinum Garden or elsewhere, here are some of the factors you ought to consider in booking an event venue:
1.) Location and Accessibility
One of the most important things to consider when looking for an event venue is its location and accessibility. In addition, you need to consider its proximity to your attendees and guests. For example, if a majority of your guests are coming from out of town, the most sensible thing to do is to choose a location that is located in a metropolitan area that is easily accessible. Additionally, you may want to choose one that is near hotels.
Before settling on a location, however, ensure that it has minimal traffic and a myriad of transportation options. Visiting the venue is recommended so you have a better idea of the traffic situation in its surrounding areas.
Nothing is more frustrating to a guest or attendee than getting to a venue and finding out that there is inadequate parking space. Upon your ocular visit, inquire about the parking lot capacity and check it yourself. If you are holding a special event with esteemed guests, you may also want to inquire if valet parking services are offered. If a venue’s parking space is seemingly limited or non-existent, check if there are any secure parking spaces nearby.
3.) Capacity of Space
Before selecting a venue, be sure to know how many guests you will be expecting. From there, you can estimate just how big you need your venue to be. Keep in mind, however, that just because a venue says that it accommodates 300 people does not automatically mean that you can have 300 attendees or guests as well. You need to ensure that your guests will have enough legroom to move around. Know what your event needs, and look for an appropriate venue from there.
4.) Services and Amenities
Nowadays, venues typically offer packages to their clients. If an event space provider can provide you with extra special services and amenities, this will you save you time and effort in looking for other suppliers. Some of the questions you should consider asking are the following below:
* Are any audio and video systems available?
* Is Wi-Fi available at the venue
* Are they offer catering services with their packages, and if not, is there a kitchen that can be utilized by a caterer?
* Is a cleaning crew included to ensure the event space is clean before and after the occasion?
* Are there enough bathrooms to accommodate your guests?
* Are there baby changing boards inside the female comfort room?
* Will chairs and tables be provided to accommodate your guests?
It is also worth noting that you should learn pertinent details about your attendees or guests, as it may help you ask the right questions regarding the amenities and services offered by the event space provider. If you have any guests with disabilities, select a venue with a separate comfort room just for them.
Planning an event means that you also need to finalize the activities that will be happening and the program flow. You need to ensure that the activities you plan are aligned with the layout of the function room. Your coordinator should have an idea of the flow of foot traffic at the registration desk—especially during corporate events. Similarly, if the event is a birthday or wedding celebration, the venue needs to have enough space where photo booths and other activity booths can be placed. Keep an eye out for available sockets and their placements. In this way, you already have an idea of how the layout will look like.