Booking a venue seems like a straightforward task. However, it has several components. Once you find a venue that works for your event, re-booking it becomes an easier project.
Most business meetings take two to three months to plan. They have several moving parts. For example, you can host it in your city or you can host it in another.
Obtaining a venue requires signing several agreements and documents too.
For those who need help booking a venue, we offer seven tips for getting started.
1. Pick the Date and Time
The business world experiences seasonality. Several large-scale meetings, conventions, and tradeshows take place from mid-January to March. They taper off when Spring Break rolls around and remain off the calendar until August.
From August through October, they pick up again and slow down as the calendar approaches Thanksgiving and the Holidays.
If you understand the busy periods, you can land a venue on the first try. Otherwise, you’ll need to ensure that you have backup choices. The other option is to plan your event several months before the intended date.
2. Determine the Number of Guests
For legal reasons, the number of guests that will attend is important. You also want the right size place for your event. If it’s too small, it’s a fire hazard. If the spot is too big, it makes the event feel like not enough people showed up. It also throws off the acoustics.
As you start your venue search, put together the guest list. The number helps narrow down the list of possibilities.
3. Pick the Location
Some cities remain conducive to business travel and meetings. They have the facilities and favorable weather. For example, several hospitality professionals flock to Miami, Florida, for their conferences in the winter.
Las Vegas, NV, is another popular destination. It offers several venue options and plenty of accommodations.
Lesser-known locations for business meetings, conventions, and trade shows exist too. You might consider:
● San Diego, CA
● Dallas, TX
● Phoenix, AZ
● Orlando, FL
Each offers outstanding year-round weather, space, and non-business things to do.
4. Determine the Amenities
If you pick a metropolitan city such as San Francisco, Los Angeles, or New York City for your event, you’ll need to offer some amenities such as parking.
In more spacious cities, you can stick to basic amenities such as access to electrical outlets, WiFi, and business equipment.
You’ll need access to audio system rental Singapore, lighting, and seating. Most venues employ a representative who rents the space for them. When you speak with this professional, have a list of amenities you require ready to present.
Those who book a place and will provide lodging often must fill out a hotel RFP, or hotel request for proposal.
5. Understand Potential Limits
Every facility has a set of pros and cons. Some provide basic spaces for several people to gather. Thus, they charge their prices accordingly.
If you plan to give a presentation and require a big screen, ensure that the spot can provide it. Sometimes venues don’t own business equipment. Instead, they rent it.
Your goal is to double-check that they can provide the equipment, seating, and lighting that you must have. Thus, understand the potential limits of a place before booking it.
6. Obtain the Permits
When you book a spot, you must obtain the right permits. In several cases, this amounts to placing a deposit. The venue charges a fee plus insurance.
Obtain a breakdown of the fees before officially booking the spot. Charges often include clean up, set up, and equipment breakdown. You need to know if you become responsible for other details such as permits.
7. Order Food
It’s always a good idea to provide food for business events. Some places have on-site caterers. Others require clients to provide it themselves.
If you plan to provide meals, snacks, or a buffet, ensure that the venue allows clients to bring outside food on-site. When they provide catering services, make the arrangements while booking the spot.
Conclusion
If you need to book a venue, give yourself enough time to find the perfect spot. Even when the meeting is small, the right venue depends on several factors. Plus, you must ensure that it’s available for the dates that you seek.
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