“Location, location, location” is not just a mantra for realtors and home buyers. Just as significant are those sites that host essential rites of passage: weddings, milestone birthdays, anniversary celebrations, rehearsal dinners, graduation parties, and even funeral repasts
The environment, atmosphere, and accommodations all play central roles in making a special occasion unique.
How do you find that optimal venue? While some simply hope for the best- and others research exhaustively to no avail- successful event planners follow a few tried-and-true rules of thumb.
In so doing, they usually score the best setting available for a particular function. And at a fair price.
Getting There
Going to a special event should never be stressful, but sometimes the trip to the site can be a headache, even an ordeal. This should never be the case.
Instead, locate the event at a facility proximate to all the major traffic arteries in the area. Too many winding, dusty back roads can tax even the most accurate GPS app.
After arriving, guests should have a relatively easy time parking independently or using a valet. Furthermore, the walk from car to catering should neither confuse nor exhaust the attendees. Ideally, you should have ramps and elevators for the impaired.
Getting Served
The venue’s personnel can make or break the success of the occasion. Make a decision as to the ratio of servers/attendants to guests. Also, decide on the job descriptions of the employees with whom those attending will interact.
A seasoned technical professional should be on hand if there are any video presentations. Likewise, if someone takes pictures at the event, ensure they know where to set up their equipment.
Everyone has a responsibility, so consider creating a list of who will be there and what everyone’s task is.
Furthermore, decide who will be in charge of coordinating all the moving parts. You must be ready to provide an answer to these questions to keep a venue in contention.
Getting the Right Fit
Whether the location is for a corporate milestone banquet, a local political fundraiser, or that perfect wedding venue, it should reflect the brand or identity of those holding the event.
A newly married couple, for example, may seek to convey their traditional values by selecting a unique reception hall. It may match their preferences in terms of classic architecture and conventional settings for photographs (in front of a pond populated with swans, for example).
Meanwhile, a tech company that wants to reward its sales force for another great year may prefer a facility fully outfitted with state-of-the-art multi-media capability. Attendees will know that careful thought accompanied the selection of the site.
Getting Wired
Regarding technology, considerate hosts seek a venue that maintains secure Wi-Fi access. During an event, guests want to stay on top of unrelated matters by using email and other electronic means of communication.
In the same way, planners should confirm that cellular phone connection is stable and consistent. Being absent from businesses, children, and others who depend on them, guests want to ensure they are reachable as they enjoy the event.
Planners themselves can stay organized using applications on their phones. Certain guest list apps allow event organizers to keep everything running smoothly. Visit here for ideas on how guest list apps can aid your event planning.
Getting Your Money’s Worth
Now for the elephant in the room: cost. Forbes magazine reports that the average cost for a wedding in 2024 was $33,000. Whatever the event, those paying should have a short but clear list of priorities and resist any subtle coercion into deciding immediately. Catering is a business, and savvy providers will be open to negotiation.
The good news for those needing a venue is that competition thrives among these establishments. Because of this, a buyer’s market is more likely.
The people in charge of finding the perfect venue will find many prospective facilities that are surprisingly accommodating. Knowing what you want is the first step toward a successful function.
Conclusion
Deciding on the ideal venue for a special event is an exciting process. As a planner, it’s your job to keep your clients happy and offer suggestions as they figure out the perfect location.
There are always solutions to challenges that come up. So, when you feel frustrated, rely on communication and the plans you have in place. Not everything will always go as planned, but stay confident that your hard work will pay off, and it will!
