Putting together an event for the people in your company is not an easy task. There are a lot of things to think of, and among the most important is the venue.
The venue where an event takes place can either make it or break it. Because of this, you as the organizer must be systematic in selecting the venue. In this article, we help you determine if the venue that you’re eyeing is the best one for your event. Here are the five most important things that you should look for before you say yes to an event venue.
Activities and tasks that you do
Company events are usually done for very specific reasons or objectives. These objectives must be clear to you as the organizer; they are the ones that will guide you as you make event-related decisions. Meetings for strategic planning require places that offer peace and quiet. Team-building activities require open spaces. Anniversary parties require places that offer exclusivity.
Whatever their specific aims or goals are, company events will never lose their social flavor. Conversations can and should happen during the duration of the event, so you should make sure that the event space that you choose is one that allows talks to comfortably happen. Spaces with too-high ceilings can have issues with reverberation. Rooms with low ceilings, on the other hand, can easily become noisy as sounds tend to get magnified in such setups.
Number of attendees
Event spaces should comfortably accommodate their guests. With this, consider it your responsibility to make sure that the number of attendees is well within the range recommended by the venue’s management team. To ensure a high level of comfort, it’s best that the actual number of attendees is in the middle of that range.
Accessibility and Parking
The accessibility requirements and parking spaces offered by the venue are often overlooked by event organizers. It’s not enough that a place is pretty; it must be easy to access, or else the expected attendees will shy away from going to the event. There should also be sufficient parking space so that those who decide to bring their vehicles will not have a hard time securing a spot.
We put this last because concern for safety is expected. But if you happen to have overlooked it, then put it back on top of your list. Make note of any structures that can be hazardous to your attendees. If you find even a few, report them to the event space’s management immediately. You can even get insurance just to bolster your company’s capacity to ensure the safety of your guests.
Should slips and falls happen, and it’s clear that the attendees were not at fault, you can get the assistance of professionals such as the lawyers at Davis, Saperstein & Salomon, P.C. But really, don’t wait for such incidents to happen; consider it your responsibility to avoid any physical harm and do everything reasonably within your power to ensure the safety of all attendees.
Getting the best venue for your event is something that you can do if you are being systematic with your approach. The items presented here are just some of the factors you may want to consider when choosing a venue for your next event.