ExecutiveChronicles | Event Venue Essentials – What to Look for in Your Ideal Space | Whether you are hosting an in-person event, virtual event, or hybrid experience, you need to find a venue in Cleveland that will meet your needs. Consider the following elements when evaluating your options.
Does the venue already have tables and chairs? This can save you a lot of money and work.
Lighting
A good event venue will offer plenty of space for open mingling and activities but will also have the right amount of lighting to set the tone. A dark setting will create a more intimate atmosphere, while one with a lot of natural light will give off a more energetic vibe. This may seem like a small detail, but it can have a big impact on your guests’ overall experience.
In addition to lighting, the right venue will have audio/visual equipment that can accommodate your needs. This can include speakers, TVs, and microphones. Renting or purchasing these items can be quite costly, so venues that already have them as part of the package are a great option. They will save you money and time that can be spent on other things that will contribute to the success of your event.
Clearly understanding your event’s needs is critical when scouring the market for potential spaces. Knowing the type of event you’re hosting, the number of attendees, and any specific requirements will help you narrow down the options faster. It’s also helpful to make a budget early on so that the ideas you have stay within the parameters of what you can afford.
Viewing a space in person is always a good idea. This will allow you to get a feel for the space and imagine how it will look when your guests arrive. It’s also a good opportunity to ask questions about the venue and their services. This is the best way to find out if they have everything you need to make your event successful. If they do, you can rest assured knowing your attendees will have a positive experience.
Seating
Whether you are planning an event for 100 or 1,000 people, the capacity of your space should be one of your top considerations. If the venue is too small for the number of guests you are expecting, it can create an uncomfortable atmosphere. On the other hand, if your space is too large, it may feel cramped and make it difficult for your guests to circulate.
In addition to the maximum capacity of the space, be sure to evaluate how well the room can be divided and arranged to accommodate your planned activities. For example, do the walls have the right amount of clearance to place displays on them? Will you be able to set up a stage? Does the space have enough open mingling areas, bars, or other attractions to allow your attendees to connect with one another?
A strong Internet connection is essential for all events these days, so be sure to check if the venue has adequate Wi-Fi. Ensure it will support the streaming of audio/video presentations and live social media feeds during your event. If not, consider renting external services to meet your needs.
It’s also worth looking at the extra services the venue provides. For instance, some venues have a conference room with interactive whiteboards that you could use for a workshop. These are often services that your attendees would be surprised to find at other venues and can make all the difference in ensuring the success of your event.
If you are hosting a destination event, it is also crucial to consider the location of the venue. Ensure it is easily accessible by a variety of transport options, as this will increase the likelihood that your event will attract guests from far and wide. Ideally, the venue should have onsite accommodation and car parking or be conveniently close to other locations where these services are available.
Sound
While it may not seem like a big deal to some people, venue sound quality can greatly impact the overall feel of an event. If the room is too loud, guests will lose focus and struggle to speak over one another, which can dampen the experience. Conversely, if the sound is too low or muffled, guests will not be able to hear the presenters or speakers and will leave feeling unengaged. Understanding the type of environment you need in terms of sound is essential and will help narrow your venue search.
If you’re planning a larger event and need speakers, TVs, or microphones, be sure that the space you select is equipped with the required equipment. This will save you the hassle of hiring a separate company for these services and can be a major cost savings. It’s also a plus when venues have in-house AV equipment and offer their setup and clean-up crew.
Ultimately, the venue you choose will greatly impact your event, regardless of the size and program. It’s important to spend some time researching the options in your area and finding the perfect fit for your event. Online tools, such as Peerspace, Unique Venues, and EventUp, can help you parse the many options to find the perfect venue for your event. By doing your research, you can rest assured knowing that your guests will have a wonderful and memorable experience at your event. Good luck!
Accessibility
The venue you choose to host your event will significantly impact what happens during the day or evening. Whether it’s a large installation you need to wow attendees with or a stage for performers to hit their stride, a space that offers the right vibe is vital. This is why it’s so important to visit the space ahead of time and see how you can best use it.
You’ll also want to consider how well the space will work for a range of activities, presentations, and demonstrations. Will you need a stage for performances, rooms for breakout sessions, or a bar? How will you create traffic flow through the space? A strong plan of attack will ensure you can maximize the venue’s capacity.
If you can, check that the venue has experience in hosting similar events to yours. If a venue has hosted a speaker series or award show, for example, you know they have the equipment and AV capabilities to handle the type of events you plan to host. It’s worth ensuring the team has experience on hand to help you with any last-minute requests or challenges you may face, too.
If the venue does have the equipment and amenities you require, this will save you money on rentals. Ask if they include tables, chairs, flip charts, and other essentials at their price. It will save you the hassle and expense of having to transport these items yourself. Especially if you’re working with a budget, this is a helpful way to get the most value out of your event.
Ambiance
Choosing the right event venue can make all the difference in an event’s success. It’s important to find a space that will match the tone and aesthetic of your event while also being able to handle any needs you may have. From food and drinks to flip charts and power sources, your event venue should be able to accommodate as many of your needs as possible so you can focus on planning the rest.
Some spaces may seem similar in location, size, and accessibility, but the atmosphere can often be a major deciding factor for how guests feel during your event. Ask venues if you can view them in person so that you can get an idea of how they will look to your guests and if they will meet the style and tone of your event.
The layout of the venue is also important to consider. How will your attendees move throughout the space, and how will they access attractions like registration, food stations, bathrooms, and a bar? Having an illustrated floor plan of each venue will help you visualize how these elements are laid out and if they will work for your event. Having dedicated quiet spaces for breaks and presentations is always a plus, too.
Finally, parking is always an essential part of any event, and finding a venue with ample parking is vital. Especially for an out-of-town event, finding a spot close to hotels and other transportation options is a great way to ensure your guests can enjoy your event without worrying about getting around during their stay. Keeping in mind these tips will help you find the perfect venue for your next event. With a little bit of time and effort, you’ll be able to choose a space that will leave your guests saying, “THIS IS IT!”
