Choosing an event venue is never easy, but if you do your homework, conduct some research, and ask questions, you’ll be able to confidently pick the best venue for your upcoming events.
To help you get started, below are five of the questions you should ask when choosing the venue for your upcoming events. The information you’ll get when you ask these questions is critical to the decision-making process.
1. Can the Venue Deliver on Your Expectations?
There are a couple of things to consider when it comes to determining whether or not a venue can deliver on your expectations. First, your expectations have to be realistic. Remember, venues have to make money too, so there will be charges for many things you may think should be included. That doesn’t mean you can’t negotiate charges, but be reasonable with what you ask for.
For example some venues require that you provide the insurance for your events. This is not unusual. Added costs for WiFi, power, staff, and so on are also common, so work closely with each venue to determine your all-in cost. Only then can you be certain the venue is capable of meeting your expectations at the agreed upon price.
2. Does the Venue Prioritize Building Relationships?
You don’t just need a building or open space for your event. You need a venue. They’re two different things. A great venue is managed by people who want to build relationships with event organizers so events in their communities can be as successful as possible. That’s the type of venue you want to find!
The reality is that so much goes into planning an event and so much can go wrong that it’s crucial you have a relationship with the venue, your online ticketing selling provider, your marketing agency, and everyone else who plays a role in holding the event.
Who do you call if something goes wrong? Will they answer the phone? Do they have the authority to get what you need when you need it? If you can answer yes to each of these questions, then you can feel confident that the venue prioritizes relationships and will work with you every step of the way.
3. Does the Venue Meet Your Audience’s Needs?
You could love a venue, but if it doesn’t meet your audience’s needs, no one will come to your event. When choosing a venue, you need to put your audience’s needs front and center. Depending on the type of event you’re holding, this could include guests, performers, sponsors, exhibitors, media, and more.
Of course, location and parking are two of the first things that come to mind when you think of your audience’s needs – as they should. It needs to be easy for people to get to your event, park, and leave or they won’t want to attend. Also, the venue should meet accessibility requirements per the Americans with Disabilities Act.
4. Will the Venue Work with You to Make Your Event Successful?
The venue can play a pivotal role in the success of your event – not just from a logistics and hosting standpoint but also from a marketing perspective. Yes, you want to choose a venue that meets your expectations and prioritizes relationships, but when you can find a venue that partners with you to spread the word and sell more tickets, you can practically guarantee that your event will be a big success.
Look for venues that have an active presence on social media and publish and share content about the events being held at their venues. This is additional advertising for your event! Ask the venue how you can work together to promote the event so you can both be successful.
Also, venues that integrate with your ticketing software and event management technologies can bring even more benefits to your event by streamlining processes, reducing overall costs, and improving customer service and satisfaction.
5. Does the Venue have a Proven Track Record of Hosting Events Like Yours?
When it comes time to make your venue decision, be sure to check references. With that said, do your homework and verify that references are real. Look for social proof online by reviewing social media posts. Online reviews can often be fake or paid for, so dig deeper than Google or Yelp reviews.
The goal is to find real evidence that the venue has held events like yours in the past and those events were successful. Don’t just take the venue’s word for it. Call references, ask them lots of questions, and go online to find some proof.
Your Next Steps to Choose a Venue for Your Upcoming Events
Every event is different, so be prepared to spend time investigating venues for each event you organize. Venues can change what they offer at any time, which means you can’t rely on what you learned last year when you plan an event this year.
Use the five questions above to help you evaluate some of the most important considerations when you’re choosing a venue for your upcoming events, and the process will be easier and more reliable.
If you need help finding venues for your events or selling tickets online, call AttendStar at 615-223-1973 or submit the contact form today!