The success of an event may be credited to the right venue. When you are looking for an event space for rent, it should be perfect. Both the event organizer and the sponsor for the event should be completely satisfied before finalizing the event. Or perhaps, a training room for rent is what you need? For whatever purpose it is, there are a number of factors to consider like the venue’s layout, location and cost. Others like the availability of parking spaces, audio-visual equipment, WIFI as well as food and drinks to be served should all be taken into account.
Before you start doing the event, the first task to do is secure the venue – the most important detail for any event. Roomz just launched a new section of event space for rent last week, you may find the event spaces for rent from a meeting room, training room, wedding hall etc from those who have a spare meeting room in their office, to a proffesional event venue that can host up to 4000 guests. Most of the time, the other details can be arranged later when the venue is finalized. Note that it is the venue that sets the setting and mostly dictates the options related to the event. Somehow, it is the venue that has a lasting impression and impact on the attendees or guests more than any other factor.
Selecting a venue for your event is usually the first step to having an event or training. Although it may seem like an easy task, it is not. There is so much to ponder as your choice will either make it or break it. Here are the key factors in finding the perfect venue:
- Cost – This is the first on the list since everything will boil down to cost. Of course, the venue will be a big chunk of the budget but it will not use up all. You will still have to allot a budget for food, supplies and other miscellaneous expenses. You can be flexible with your event venue’s cost if you’re willing to adjust with a few things like the day of your event. Get quotations from the venue for different days of the week, month and year. For instance, event venues may fetch higher prices in summer than the rainy season. You have to plan way in advance so that you can get favourable (lower) reservation rates.
- Location – The location is another significant factor in finding the venue for your event. What you pick as your location will affect who attends your event, both speakers and attendees alike. An unfavourable location such as somewhere too far from transport like airports or train stations will lessen the number of people showing up. There’s an accessible location but the drawback is that it may seem too pricey, like in downtown areas in key cities. A perfect event venue is one that is easy to find. It pays if the venue is strategically located – maybe, a high-traffic area with public transport terminals nearby. It helps if there’s available information to help attendees find easily the venue.
- Layout – It is better to ask a floor plan from the venue and compare it with the other locations. Decide on what sort of layout you want and how you’ll set-up space. Before you do so, you must have an outline already of the type of activities, presentations and/or exhibits you will have. Other things like seating and table arrangements as well as signage are to be taken into account. This becomes more problematic for bigger venues and when there are keynote speakers and performers who will be on stage. Then, as you are in the potential venue, keep in mind these questions:
- Is there a stage? If none, can one be set-up?
- Is there ample space for social interactions?
- How will be the traffic flow throughout the event?
- Are there attractions or exhibits – where will these be located?
- Where will the food and drinks arrangements be located?
- Where do guests/attendees register/check-in?
- Where would the audio and visual equipment be placed?
- Parking and Transportation – Parking and transportation are considered deciding factors in having an event. Most people who have cars will need a safe place to park their vehicles. They usually do not want to park in the streets or to pay an amount as parking fee. It is ideal that the venue you will choose will have some parking arrangements, even if it requires an additional fee from you. Depending on your guests and attendees, look for a venue that has their own parking lot/garage or maybe a vacant lot nearby that’s already pre-arranged and secured. In special situations, some event organizers provide valet services for guests, even if the venue doesn’t have one. That is if there’s still budget for this.
- Food and Beverages – Most events take place for a day and some will even take a number of days, like training or seminars. Creating a warm ambience that relates to your theme and appeals to your attendees/audience is part and parcel of setting up an event. Food and beverages form part of this mood, as cuisine that’s thought of, well-prepared, pleasing and delicious are definite plus points for the organizer. It is best to discuss the food and drinks that will be prepared ahead of time taking note of the food preferences of the majority of your audience. Do they eat pork and beef? Are they vegetarian? What beverages do they prefer? Should coffee be free-flowing? Questions like these should be kept in mind for food preparations, as you want everyone to be happy and satisfied with their meals, taking into consideration the allotted budget.
- Technology (Audiovisual and Sound Systems) – Another aspect worth looking at is this: Are there sufficient audio and video systems in place at the venue? This is essential, especially for the speakers who will do their presentations. Likewise, attendees and guests will be as eager and enthusiastic to listen and learn from the speakers having clear and visually-appealing materials. Will they use projection screens? If the audio/sound systems are unpleasant, it is most likely that attendees will be unengaged and bored. A venue that has poor acoustics is not worth your event, even if the price is too low. Huge spaces usually create echoes, while low –ceiling structures amplify sound. Find a venue that has a good balance and test the sound, if you have to. The sound system is a critical part of the event so certainly, it can make or break it. Put this along with the visuals on top of your priority list.
- Access to Wi-Fi – We know how critical and important a strong Internet connection throughout the venue nowadays. Most attendees would like to check their e-mails, post good photos of the event in their social media accounts and do a little work online throughout the event during break time. This is true if the event will take more than a day. Ensure that the venue has a fast and stable internet coverage across the venue while the event is taking place.
- Additional Services – The only way to learn a venue’s offerings is to ask for other services that might interest you. Some of the questions you may ask are as follows:
- Is there a kitchen that can be used by your Team?
- Is outdoor seating available?
- Does the venue have reliable food provider-partners?
- Does the venue have bathrooms that are accessible?
- Is there security at the venue?
- Does the venue have adequate tables and chairs, linens, etc.?
- Are there enough cleaners to do the clean-up before and after the event?
Choosing the perfect venue is a long, arduous process. Finding an event space for rent or, a training room for rent that meets all your needs is a big decision. With the abovementioned factors in mind – this should not pose a challenge to you. These tips will help you choose the right venue, which contributes to making the event successful. This translates to more business and a good reputation for you as an events organizer, too.
Roomz is a property rental website in Malaysia where you can find hundreds of new listing added daily. Whether you want to look for room for rent, condo for rent, event space for rent or parking for rent, you can look forward to the most relevant rental information in just a few clicks. Check out Roomz website for more details.
