Choosing the right site and destination is very important to the success of your event. It is imperative that you match your venue to the type of event taking place. When you start the plan write out an outline of the event and map out all of your requirements. You should do some research and make notes of the possible obstacles that you might encounter. For example you could possibly need a 20 foot ceiling to accommodate all of your audio visual and staging, or you may want to put a large room on hold for 24 hours prior to your event for set up. You will also want to check and see if the venue has any restrictions for decorations and hanging things on the walls. Everything should be carefully laid out in your outline before you start investigating venues so that you know exactly what you are looking for.

Once you have a better idea of what you want in a venue it is time to see what is available in your desired city. There are so many places to choose from it can be difficult to narrow it down. Hotels and convention centres are a popular choice for many companies. Both facilities can be spectacular but it is important to know where they differ and what needs to be included in the cost breakdown. Since hotels receive revenue on guest rooms and also on catering. They will often compromise for additional costs such as conference room hire and rehearsal and set up times. Also holding your event at a hotel means that your guests will be able to easily walk to meetings which eliminate additional transportation costs. Hotels usually do not charge for tables and chairs and they often provide most cutlery and glassware. The ballrooms are usually carpeted so there is no additional expense to bring carpet in, and there is usually no added charge for clean up.

Convention centres are great because of their size and ability to accommodate large amounts of people in one place. If you are putting together an event which will involve over 500 people it is the only logical choice. Many convention centres also have small rooms and the ability to host functions with few numbers. Some complications to watch out for and questions to ask the convention centre manager include: Are there additional labour charges for offloading goods? Are tables and chairs included in the venue hire costs? Are there additional fees for skirting, table cloths, and chair covers? Do they have glassware on hand or does it need to be hired out? Is the floor carpeted and if not does rental carpet need to be brought in? Find out where costs can be negotiated as some convention centres and hotels can waive rental fees once they know how much you are going to spend on other services.

You might decide that you want to hold your event outside the standard conference or ballroom setting. You should look into private hire venues, retreat centres, restaurants, or charter a boat for something a little out of the ordinary. When thinking about a venue there are a number of issues to consider:

The first thing you should find out is the capacity of the venue. If it is not large enough, another option should be looked into.

Secondly you will need to find out the availability. Ask the venue manager what other events are taking place on the day of your function and ask yourself if that will allow you enough time to set up. You need to be clear how much time you are going to need and be sure to get everything in writing because the person you spoke with originally may not be there at a later date.

The third thing to think about is if any furniture will need to be removed. When looking at a site, don't be limited by what is already in place because many venues will move furniture elsewhere and be sure to ask if there is additional cost associated with furniture removal.

A fourth question to ask is if a cleaning crew needs to be provided before, during and after the event and are there any noise restrictions? You should not assume that everything will be cleaned once your event has concluded and many venues in residential areas have restrictions on noise levels which could effect how late your function is allowed to run. When choosing a private hire venue such as a museum, historical building or art gallery it is very important to find out what restrictions are in place for events. Ask for a copy of the rental agreement and it should outline what applies to the venue.

Another thing to keep in mind is what additional equipment needs to be brought in and what kitchen facilities are available. Some venues have all of the equipment required for an event and others are a blank canvas. One of the first things to look into is lighting. Lighting can make a huge difference in the theme or mood of your event. Other additional elements to think about are props, decorations, greenery and furniture.

All of these items help create an atmosphere for you guests. If food is being prepared at your function it is important that you know where the kitchen is and how many people it can cater for. If you are bringing a caterer in, make sure you do a site inspection before the event takes place.

Event organizer should also check on the bathroom facilities when touring possible venues. It is a good idea to have one bathroom for every 50 people attending the event. The last thing you want is your guests standing in line outside the bathrooms instead of enjoying the festivities.

Finally parking is very important and should not be overlooked. Make sure that the facility you are hiring has adequate parking. If they do not, try to negotiate a flat rate for your guests and let them know the cost before the event.

Remember that the venue you choose will create the atmosphere for your event so it is important to investigate all possible options before you decide.

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