5 Key Considerations When Searching And Booking A Venue

Paula Gibson – Venue Scanner 

1. Once you’re clear about the type of event you’re throwing, such as an Office Party, Conference, Product Launch etc, you’ll know the type of venue you’re after. The key area to consider initially is location. If you secure the correct location that appeals to the key attendee’s, everyone else will follow. Don’t always assume that the city centre is the best place to host the event. It’s often the most expensive place to travel, sleep, eat and meet in. Extend your search further afield. 

2. Searching for a venue can be hugely time consuming. There are some excellent platforms available that can help you discover and book a choice of fantastic venues in a short space of time, such as VenueScanner, where you can type in what you are looking for and find the best venues at the best prices based on your requirements. 

3. A venue is going to want to know your capacity, budget and venue space layout. If you know the type of event you are looking to throw, these three elements should be quite easy to come by. The event budget should be your first consideration as this will often determine your capacity. You don’t want to invite above capacity, only to discover your budget can’t cover it. 

4. If you have not already been to the venue, do your research, look at photos, read reviews and speak with the events team at the venue to gauge what they would be like to work with. If you can, organise a visit to the venue to meet with the Head of Events and if food will be served at your event, arrange to meet with someone from their catering team. 

5. When booking the venue, ensure that there are no hidden costs or extras on the invoice and that everything is accounted for prior to the event. Discuss with colleagues exactly what will be needed during the event: AV equipment, flip charts, stationary, company branding throughout the building, etc. There is a lot to consider and each item usually comes with a price tag. 

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 This post was published to show the IAM’s support (partners & supporters) for EventWell17 week. The Event Industries first national wellbeing week. 


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