Event Management Guide - Finding a Venue

If you have been tasked with organising an event where a substantial amount of people are likely to attend then one of the most important jobs you will have to take care of is finding a venue. If you are inexperienced as an event planner then this may seem like something of a daunting task however with a little bit of forward planning there is no reason why your event will be able to go ahead without a hitch.

It is important that you start to look for a venue several months before the date of your event. For larger events you may even need to start your search at least a year ahead as bigger venues tend to get booked up way in advance.

The first thing which you need to consider is the amount of attendees you are expecting. This will instantly help you to narrow down your list of potential venues as you will be able to disregard those which don't have enough capacity as well as those who's rooms are simply going to be too large. The aspect which you have to take into consideration is the budget which you have available. Once you know what you have in the way of fund this will help you to narrow your list of venues down further.

Once you have made yourself a shortlist of potential venues you will need to get more specific in the criteria you require. You will need to work out what sort of venue will complement the theme of your event and also determine whether or not they will have the facilities required for your particular type of event. As the event planner you should ring round and enquire directly with staff at the venue to see if meets your list of requirements.

Not only will you have to ensure that the facilities meet your requirements but arguably just as vital is the actual location of your venue. This will be especially important if you are expecting people who will be travelling long distances to attend your event. This aspect of your event management will require particular attention as the venue must have good access by roads or rail and it would be beneficial if your venue was located in the vicinity of a large town or city as it is likely that it will be close to a hotel. It is for this reason that you may wish to use a hotel as your venue as they will usually be equipped with conference facilities, but they will also be able to take care of the catering. This will give you one less task to organise.

All that will be left to take care of this the marketing and promotion of your event.