In this article, we will explore in detail the many types of event venues you can opt for, that will not only cater to your exact event needs, but will also leave the guests delighted, and enable a seamless event experience for all.
Why Choosing the Right Venue is Important
The perfect venue is not just about securing an event space; it’s about creating an atmosphere that complements the whole experience for your guests.
- Creating a Great First Impression: The first tangible event experience that your attendees will have, before anything at all, is the venue. And you definitely don’t want to miss out on the chance to blow their minds with something exquisite and unique. Having a great first impression on your guests helps set the tone for the rest of the event and create a lasting impression.
- Brand Identity: One important thing to remember is that the venue you choose for the event should align with your brand, and everything that it stands for. It should be synonymous with your brand, and how you want your audience to perceive your brand. This cohesive approach ensures an overall superior event experience.
- Functionalities and Amenities: Pay close attention to the functionalities and amenities offered by the venue you choose. The right venue will empower you to mesmerize your audiences with all the tech infrastructure, logistical and operational support, as well as other amenities, so you achieve all your event goals seamlessly.
How to Choose the Perfect Venue for your Event?
The selection of an event space is a pretty significant decision. The venue must cater to the goals and theme of the event, while being comfortable and convenient for your guests.
Here are five essential factors to help you make the right choice.
1. Event Type and Size
Determine the type of event you are hosting and the number of attendees you are expecting. Large events such as conferences, trade shows, or conventions require expansive venues, convention halls or outdoor spaces to accommodate bigger crowds.
However, corporate internal meetings, private dinners, or networking events might work well in smaller venues like restaurants, rooftops, or private lounges. What’s important is that you find a venue that fits the scale and meets the requirements of your event.
2. Venue Location and Accessibility
The location of your venue determines whether or not your event will see the attendance it deserves. Ensure that the venue is easily accessible to all, including those with disabilities. Also, consider convenient access to public transport, parking facilities, and ensure overall accessibility. This simplifies the experience for attendees, service providers and vendors alike.
Choose an environment that is friendly and amiable to your targeted audience. Be aware of cultural and political sensitivities that may affect the comfort of your visitors.
3. Theme of the Event and Objectives
This usually calls for the venue being aligned with the theme and goal of the event being held. It should complement the essence of your event and support its objectives – think of a sleek, modern venue for a product launch, and an industrial or artsy place for a creative workshop to stimulate attendees. The venue should facilitate achieving your key goals of networking, collaboration, or engagement, among others.
4. Tech Infrastructure and Facilities
The technical aspects of your venue will have an influence on whether or not your event is on the right track. Think about your A/V requirements. Does your event call for giant screens, mics, projectors, or high-speed internet?
Other important factors to focus on would be whether the venue provides other necessities, like clean rest rooms, adequate catering and dining areas, rooms, and parking. All of these can add up and contribute to delivering a stellar attendee experience.
5. Budget and Flexibility
While finding a venue that fits your budget is important, larger venues do tend to come with higher costs. Consider your budget and weigh it against the venue’s offerings. Do not forget to add additional costs such as catering, technology, and staff. Also, make sure to discuss any hidden costs that may be associated with the venue rental, to avoid panic at later stages.
Flexibility is important as event planning and execution start to take shape. You can expect changes in the schedule, layout, and format of your event, owing to multiple factors – so make sure that the venue can adapt to the changes.
Types of Event Venues you can Choose from
In this section, we discuss the different types of venues available for hosting events of all scales and formats, so you can make your decision accordingly.
Hotel Venues
Hotels are adaptive and reliable, offering space for many kinds of events – small business conferences, intimate meetings, corporate groups or team-building get-togethers.
Hotel event spaces mix spacious areas along with smaller rooms, and are generally well-suited for various types of events or gatherings. Given the modern audio visual equipment, varied seating options, ample parking spots, and easy amenities that they provide, hotels make for a great one-stop event venue.
Not only that! They also allow you the flexibility to host your event and provide overnight accommodations for out-of-town guests, give you access to business centers, gyms, pools, spas, and more! All of this put together makes hotels truly versatile event venues.
Oh! Plus, you don’t need to worry about hiring external vendors for catering or bartending. Hotels generally have expert culinary teams and fully stocked bars, ensuring that guests are well-fed and refreshed throughout the event.
Example: Hotel Fort Des Moines
For a hotel venue with a touch of history, try the Hotel Fort Des Moines in Iowa. The venue has had icons like Elvis Presidy and Johnny Cash grace its halls. With 10 event spaces and a capacity of up to 520 seated guests, this venue offers much flexibility for mid-sized events.
It also provides catering and audiovisual equipment, ensuring that the planning becomes a hassle-free process for both planners and the guests. Another advantage is the fact that it is located in a second-tier city, making costs much less than what a major city such as Las Vegas or New York would leave you with.
Rooftop Venues
Roof top venues are places which can offer an outdoor experience with beautiful views. For a truly unforgettable, intimate occasion, nothing comes close! They are more suitable for cocktail parties, product launches, social gatherings, or small-scale corporate events. They offer exclusivity and privacy, but usually provide you with access to panoramic cityscapes and chic decor that enhance the ambiance.
Example: On Broadway Rooftop
A rooftop venue that comes highly recommended is ‘On Broadway Rooftop’ in Kansas City. This is a 5,000 square foot modern industrial space with exposed brick walls and plenty of natural sunlight. It can fit up to 275 guests, with in-house catering, making it the perfect venue for chic, memorable events.
Private Dining Venues, Bars, and Clubs
One of the biggest advantages of holding events at small, private venues like bars, clubs, and restaurants is that food and beverage services are provided in-house. You also can set the mood of your event since these venues are versatile in their offerings, whether you are hosting a format event or an informal one.
Located conveniently in most cases, these venues are easily accessible to the visitors, making them well-suited for the hosting of smaller and more casual events.
Example – Grill
A quintessential dining venue that can be considered for private parties is the ‘Grill’, located in Newport, Rhode Island. Rich culinary preparations, classy furnishing, and its welcoming ambiance make the Grill ideal for a great time over a scrumptious meal, from formal dinners to casual meetings.
Conference and Convention Hall Venues
Large conference and event halls are ideal for international conferences and big trade shows. They also support events that might need flexibility in scaling up or down at the last minute. Convention halls make event planning easier with inbuilt amenities such as AV equipment and meeting rooms.
Outdoor Venues
Outdoor areas are truly refreshing and exciting for simple, casual events. These open venues can be used for bigger crowds for festivals, smaller gatherings like intimate weddings, or even team-building activities. They can support diverse settings or layouts like multiple stages, food booths, outdoor games, and more to make your event more interactive and engaging.
Outdoor venues, however, can pose some challenges, especially concerning unpredictable weather. Be sure to have contingency plans in place to keep your event running smoothly, rain or shine.
Example: Golden Gate Park
San Francisco Golden Gate Park offers vast space for multiple purposes. The wide range of outdoor venues ranging from sports fields to gardens and clubhouses can house everything from massive festivals to minor team-building exercises. The park adds an exceptionally beautiful backdrop to your event.
Unique Out-of-the-Box Spaces
People looking to host a really unique event should consider museums, galleries, or industrial spaces as venues. Off-the-beaten-path that they are, these places are perfect for those looking to create a highly imaginative event experience. Though hard to book, and perhaps more expensive than any other event venue type, their originality and ability to uniquely interact with guests makes it worthwhile.
Example – Warehouse XI
Warehouse XI in Somerville, Massachusetts, is one such space with an industrial-chic ambiance. The warehouse features a variety of high ceilings and open spaces to accommodate breakout rooms and networking spaces.
Additionally, the facility features exposed brick walls, and comes with a fully stocked kitchen as well as customized lighting capabilities, which would help in hosting an event that truly leaves guests in awe.
Tips to Choose the Perfect Corporate Event Venue
Following are the five top takeaways so that you end up picking a right place for your corporate events:
- Thorough research – Start scouting places beforehand to confirm their availability, their costs, and then compare the options on platforms like ‘The Vendry’. At this stage, it is crucial to gather as many details as possible, to aid your preparation process, and ensure informed decision-making.
- Visit and Review Various Venues – Don’t settle for the first venue you identify. Visit a few venues and review their offerings like the space, the ambiance, amenities provided, budget, etc. You can do it both in-person or virtually. This step helps you visualise how a specific venue relates to your events objectives and how it supports your vision for the event overall.
- Negotiate and Review Contracts Carefully – When you’ve narrowed down your options, be sure to negotiate the best deal. Read through contracts carefully and ensure all your event requirements are clearly outlined. Don’t hesitate to ask for clarification on terms like pricing, additional services, and cancellation policies to ensure everything is transparent.
- Get Recommendations and Reviews-Contact other colleagues, industry contacts or event planners to get recommendations of reliable venues for your event. They can point you to the places they trust. Moreover, it’s advisable to also browse reviews and comments on a couple of different online review sites.
- Prepare a contingency plan – things don’t always go as planned, so be prepared for unexpected developments or glitches. Create a contingency plan to counter problems like rain and technical failures. This foresight allows you to carry out the event successfully, even when things don’t go as planned.
Bottom Line
The venue you choose is what will ultimately make your event a success or a flop. From conventional conference halls to the most unique event spaces like art galleries, the right venue will set the stage for a memorable experience. Proper research, consideration of key factors such as accessibility and amenities, and planning for contingencies can ensure that your event leaves a lasting impression on your attendees. After all, a great venue isn’t just a passive physical place, it’s the foundation of an unforgettable event.
FAQ
Location is very important as it may influence attendance and the whole experience. A venue must be easily accessible using public transport, have adequate parking and preferably be located in a safe and convenient area. It should also be accessible to hotels and restaurants if your event will last several hours or days.
Yes, reviewing the venue’s reputation and reading user generated reviews is important. You will get first-hand information about their quality of service, amenities, and experience. Your colleagues or industry people can recommend some reliable venues too.
