The most important aspect to think about when planning an event is getting the right venue. Without this, it’s impossible to continue planning your event. Here are six steps to securing the perfect venue.
Step 1 – Consider the type of venue you need
Step 2 – Research possible venues
When looking for a venue, remember to search by the location in order to narrow your search. There are many ways to research potential venues.
Step 3 – Contact Venues
It’s a good idea to create a short list of venues which would be a good fit for your criteria. Keep a Wish List handy so that you can refer back to it when speaking to the Conference and Events team.
Step 4 – Visit Potential Venues
Once you have narrowed the list down further, it’s important to make a site visit and find out which option is most suitable. Take your Wish List with you and thoroughly check out the venue, including the bathrooms, entrances, parking, and public areas. Does the venue provide the ambiance that you are looking for? There are a number of considerations….
Step 5: Agree on price and terms
Once you have identified your favourite venue, you will need to enter into negotiations to secure the best possible deal. Although they will have standard prices, there may be a chance to bargain the price down, or to include extra services such as sound equipment or upgrading your meal choice at no extra cost.
Step 6: Make a booking and confirm
When you have selected which venue is the best for your event, you may be able to reserve the space over the phone, but most likely you will be sent a contract that states:
Be sure to review the contracts carefully and ask questions if you are unsure about anything. After you have signed and returned the contract, it is well worth keeping communication with the Event Manager, to ensure the booking is safe and the date has not been double booked.
Finding a suitable venue can be a very time consuming process and so if you decide you would like somebody to do this for you, Pandora Events offer a free venue finding service. They can deliver suitable options to meet your needs, negotiate excellent rates, liaise with venues and ensure the contract is everything you expect it to be.