When organizing an event, most people confront with the same old problem: choosing the right venue. It’s a decision that will have a large impact on your event, so make sure you choose wisely.
Aside from choosing the event, you’ll need to be prepared to select from the catering options, the date of the event, music, guest lists, and so on. It may sound a bit intimidating, but it doesn’t have to be that way.
Here are some tips on how to make the right decision when selecting your venue for your next event.
When it’s the right time to start looking for a venue?
You should start look the earliest possible, especially if you have set a budget, estimated the event size, and space demands. Think about booking the venue in advance, at least 1 year earlier, so you have time to plan other essential things, like creating an event website, online announcement, securing excellent sounds, engaging with guests, starting ticket sales, etc.
What to Consider When Searching for a Venue
Obviously, you’ll need to consider the location. For a local event, you might want to look within a realistic distance from guests’ houses, or places of work. If the majority of your guests will travel out of town, it might be reasonable to attend the event near the airport. Wherever you might choose to attend your event, consider the transportation, traffic, and parking choices.
Also, you will want to reduce the chance for your attendees to be late at the event, so why not offer them directions early ahead? You could event create a mobile event app, which is significantly essential these days for parking info, driving directions, and so on. Your guests will feel much more confident to be part of your event if you provide them with a convenient way to arrive there.
As much as you want to ignore it, parking is very important. So, look if there are parking spots nearby the event location and if they’re easily accessible. If there aren’t, don’t worry, you’re not completely unlucky. There are alternatives. You can reserve parking spots for your guests and even include the cost in the ticket prices, or ask them to pay for their parking spots. Also, take a look at Taxi and Uber discounts – they always have an Ace in their sleeve for events. Negotiate and set up a promo code for your invites.
Make it possible for your attendees to share a ride – it would be the perfect chance to make them interact before the event. The last great idea would be to provide your guests with a valet for the parking spot. Hire someone to drive guests’ cars, while they take time to make themselves comfortable before the event starts.
Planning the Details
Make Your Small Space Look Big
You’ve found the perfect place for your event, but it’s smaller than you would have thought. Don’t worry: a smaller space doesn’t have to ruin your excitement. Luckily, you can create illusions to make your space look bigger.
Venues locations are often small, but expensive to rent. For this reason, make sure you select open floor plans. To help keep your attendees feel like they have enough room to move, attend the event in open floor space. It might give a sense of airiness and space. Décor the space, but avoid bringing the attention to the ceiling. Fallen objects that hang too low make the space seem even smaller. So, as a rule of thumb, keep the color printed ribbons hanging on the walls.
Embrace a Low Lighting Ambiance
The sheer act of a scented candle helps soothe the mind. Candles can help your guests unwind and illuminate a space beautiful and relaxing. The lovely ambience will create a cozy and intimate atmosphere, making the space look and feel warm and welcoming. Light a bunch of candles, as this is an essential element for creating an elevated atmosphere for your event. The soft shadows will add a touch of elegance to the venue. Incorporate candles along with other beautiful arrangements.
Event décor is in the little details that make up a space. Décor is important, as it helps set a mood and create the right atmosphere for your attendees. Even if your rented venue is completely empty and insipid, you can turn it into a completely new space with the right decoration. Also, keep in mind that the type of décor you choose depends greatly on the type of event you organize.
If you organize a cooking class, for example, you’ll need little to no decoration. On the other hand, dinner parties, weddings, fundraisers, and so on, are typically very needful of the right type of décor. Think about what your invites expect from the event. Write your ideas on a list and discuss them with your team members. Once you know what type of décor you need for your event, it’s time to acquire it.
There are plenty of things you need to keep in mind when organizing an event. The most important thing is to plan your even early ahead – there’s nothing more important than having time to prepare. Unless you’re planning to throw a party, there must be a theme. It depends on the type of event you’re planning what type of dress-up code to select.
Once you’re clear about the above matters on how to organize your event, you should determine the people that will be interested in this type of event. Would they attend it? Where do they live? Decide on a time and date and share this important information with your attendees. Also, keep an eye on competition: they might look for the same audience.
Use a planning prototype to ensure you stay on track for the event.
A few weeks before the event, make sure everything is in place. Hopefully, you’ve successfully done all the necessary steps to plan out your next important event.