10 Key Considerations in Choosing the Right Event Space

Organizing a business event requires careful planning and selecting the right venue.

Whether it’s an elegant restaurant or an industrial-style space adorned with discarded furniture and decor (under the guise of being retro), the options are abundant. It could be a multifunctional space, a hub or co-working area, a club, a cafe, or even an event center that sometimes resembles wedding halls. There are also alternative spaces like hangars, silos, or abandoned factories – the choices have never been more diverse. When you find a space that suits your style, there are several other factors to consider to make the right decision.

Location and Type of Venue: Consider whether the location is convenient for most attendees, easily accessible by public transport or car. Also, choose a venue that fits the type of event – whether it’s a conference center, hotel, event hall, or something else.

Venue Capacity: Assess the number of participants and whether the chosen space can accommodate that number comfortably. The venue’s capacity should be slightly larger than the expected number of attendees to avoid half-empty rooms, which can give a poor impression of the event.

Type of Event: Think about the type of event you’re organizing – whether it’s a conference, seminar, workshop, or something else. Different events require different setups. Be prepared for changes on the go; the event might need a classroom setup instead of a cinema-style one. Ensure the venue has all the necessary furniture and inventory that might be required.

Catering: Check if the venue provides catering services or allows external food and beverage providers. Assess whether their offerings align with the attendees’ needs. If external vendors are engaged, ensure the space has storage facilities for food and beverages in appropriate conditions.

Complexity of Audio-Visual and Stage Requirements: If your event requires specific technical equipment, discuss their availability and technical support with the venue staff. Most venues don’t provide advanced technical equipment or a dedicated team, so you might need to hire an external firm for rentals and setup. Especially consider if the chosen space has enough room for a stage, set design, control booth setup, and all necessary equipment.

Program Segmentation Requirements within the Venue: If the event program is divided into multiple parts or simultaneous workshops, check if the space can accommodate this setup. It’s always desirable to have the main hall separated from networking areas and catering spaces.

Parking Needs: Consider how many attendees will arrive by car and whether the venue provides enough parking or alternative nearby options.

Availability of Technical Support: Ensure the venue provides technical staff to resolve any issues that might arise during the event with the venue’s technical equipment, such as sound, lighting, or other equipment.

Space Adaptability: Space flexibility is crucial as it allows you to adjust the setup according to event needs. Regardless of changes in schedules, technical requirements, or setups, a space that allows adaptability has an advantage in selection. Flexibility in meeting different demands enhances efficiency and comfort during the event, enabling organizers to create the best environment for all participants.

Ambience and Atmosphere: Lastly, reconsider the venue’s ambiance – does it match the tone and theme of the event? Often, creating a comfortable and fitting atmosphere is key to a successful event.

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