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Event venues play an important role in the event planning process. The goal of the meeting planner, when selecting the proper venue, is to add uniqueness to his or her meeting. Often times it’s the activities that are planned during the meeting’s downtimes that can be a drawing card for the delegates. Venues come in all shapes, sizes and styles. Which one is best for your meeting depends on what your meeting or event is trying to accomplish.
Selecting the Right Event Venues for Your Groups
The key to selecting a venue is to know the delegates. Understanding their needs is paramount to selecting the correct venue. If you take the time, during the planning stages, to review and evaluate the following criteria, chances are you will have a good venue fit for your group.
District. How far is considered too far for your group to travel to the venue? If you know your delegates aren’t happy sitting in buses, then selecting a venue close to your meeting’s location is crucial.
Venue style. Reviewing the types of venues will help you determine your event theme. Selecting an attraction to host your function would indicate that you want a venue that is interactive and fun. On the other hand selecting a historic property would be better suited for a more formal event.
Event type. Are you looking to host a breakfast, lunch or dinner function? Or perhaps it’s just a standup reception. Once you know your event type, selecting the venue becomes that much easier.
Availability. Will your event be occurring in the morning, afternoon or evening? Knowing when you require the venue will help narrow your selection as some venues are not available privately during the day.
Capacity. As venues are physical locations they can only accommodate numbers based on fire codes, room sizes etc.
Are outside caterers allowed? Many meeting and event planners form relationships with caterers. Many event venues don’t allow outside caterers (those would have their own in-house caterer(s)).
Is the venue private and exclusive? If privacy is a must, then any venue up for consideration would need to be exclusive to your group.
Does the venue have wheelchair access? While most venues are designed with wheelchair access, many historic properties are exempt. If you know that you have delegates requiring wheelchair access, or if you are uncertain, selecting a venue with wheelchair access is a must.
Additional resources on event venues for meeting planners:
- Event Planning Tips for Food and Beverage Functions
- 10 Ways That a Convention Center Helps Meeting Planners