{"id":656,"date":"2024-04-11T03:10:08","date_gmt":"2024-04-11T03:10:08","guid":{"rendered":"https:\/\/mastertheevent.com\/?p=656"},"modified":"2024-04-11T03:10:08","modified_gmt":"2024-04-11T03:10:08","slug":"event-planning-tips-venues","status":"publish","type":"post","link":"https:\/\/mastertheevent.com\/event-planning-tips-venues\/","title":{"rendered":"3 Event Planning Tips for Off-Site Venues"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<label for=\"ez-toc-cssicon-toggle-item-662c90a2a6982\" class=\"ez-toc-cssicon-toggle-label\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input type=\"checkbox\"  id=\"ez-toc-cssicon-toggle-item-662c90a2a6982\" checked aria-label=\"Toggle\" \/><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mastertheevent.com\/event-planning-tips-venues\/#Event_Planning_Tips_and_Factors_to_Consider_When_Selecting_Venues\" title=\"Event Planning Tips and Factors to Consider When Selecting Venues\">Event Planning Tips and Factors to Consider When Selecting Venues<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mastertheevent.com\/event-planning-tips-venues\/#Event_Planning_Tips_and_Resources\" title=\"Event Planning Tips and Resources\">Event Planning Tips and Resources<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>If you\u2019re planning an event, do you keep it on-site (say the hotel ballroom, for example) or do you take a group off-site for a unique venue? That\u2019s a common question that meeting planners address during the planning stages. These event planning tips are designed to help a meeting planner address; timing, transportation, and overall budget costs.<\/p>\n\n\n\n<p>Most often the reason a meeting planner wants to use an off-site venue for an event is because there\u2019s something unique, or special, about the particular venue. &nbsp;Maybe it\u2019s a museum or a historical landmark. The planner wants to ensure&nbsp;that each meeting that he or she plans is original. The last thing that a planner wants is to fall into a cookie-cutter scenario that could deter attendance.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Event_Planning_Tips_and_Factors_to_Consider_When_Selecting_Venues\"><\/span>Event Planning Tips and Factors to Consider When Selecting Venues<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ol><li><strong>Timing.<\/strong>&nbsp;Many of the offsite venues have other purposes. So an event\u2019s set up time can be restricted. A museum, for example, often doesn\u2019t close to the general public until around 5 PM. Now there are some workarounds where venues will cooperate by allowing set up during public hours. But basically you have to keep timing in mind when selecting a venue.<\/li><li><strong>Transportation.<\/strong>&nbsp;This goes hand-in-hand with location, location, location. Especially in large cities, transportation can be a nightmare during rush-hour periods. Travel the route from your hotel, or location of the meeting, at a few different times throughout your site visit. Your goal is to see how the traffic varies from rush-hour to non-rush-hour periods. Plus you want to have a general idea of how long, overall, it\u2019s going to take to transfer your group back and forth.<\/li><li><strong>Additional costs.&nbsp;<\/strong>There are pros and cons to hosting events on-site and off-site. I\u2019ve done many events at off-site venues. As most off-site venues are not built as food and beverage outlets, many do not have kitchens and therefore the caterer has to bring additional equipment. As I\u2019ve stated many times here, the cost of that equipment can be as much as the food cost itself, if not more. On top of that you need to budget for venue rental fees.<\/li><\/ol>\n\n\n\n<p><em>Here\u2019s a bonus. One area where you can save if you are using an off-site venue is decor. Most venues are selected because of their architecture, design etc. And most meeting and event planners want to incorporate the overall look and feel of the off-site venue into their functions.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Event_Planning_Tips_and_Resources\"><\/span>Event Planning Tips and Resources<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"alignright\"><img decoding=\"async\" src=\"https:\/\/web.archive.org\/web\/20210117165048im_\/http:\/\/mastertheevent.com\/images\/2015\/01\/PlanAnEvents-event-planning-checklist.jpg\" alt=\"a screenshot of PlanAnEvent.org's event planning checklist\" class=\"wp-image-24944\"\/><\/figure><\/div>\n\n\n\n<p>I\u2019ve put together links to the following articles and resources that will help with selecting a venue that\u2019s right for your group.<\/p>\n\n\n\n<ul><li><a href=\"https:\/\/web.archive.org\/web\/20210117165048\/http:\/\/mastertheevent.com\/3-tips-for-event-planners-choosing-venues\/\" target=\"_blank\" rel=\"noreferrer noopener\">3 Tips for Event Planners Choosing Venues<\/a><\/li><li><a href=\"https:\/\/web.archive.org\/web\/20210117165048\/http:\/\/mastertheevent.com\/8-factors-consider-selecting-event-venues\/\" target=\"_blank\" rel=\"noreferrer noopener\">8 Factors to Consider When Selecting Event Venues<\/a><\/li><li>Always use an&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20210117165048\/http:\/\/mastertheevent.com\/event-planning-checklist\/\" target=\"_blank\" rel=\"noreferrer noopener\">event planning checklist<\/a>&nbsp;to keep you on track and on budget.<\/li><li>Wondering how much alcohol to order? Use our&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20210117165048\/http:\/\/mastertheevent.com\/drink-calculator-page\/\" target=\"_blank\" rel=\"noreferrer noopener\">beverage calculator<\/a>&nbsp;to keep things in check.<\/li><li>How much space do you need? Our&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20210117165048\/http:\/\/mastertheevent.com\/room-capacity-calculator-page\/\" target=\"_blank\" rel=\"noreferrer noopener\">room capacity calculator<\/a>&nbsp;will let you know (and for various set up styles).<\/li><\/ul>\n\n\n\n<p>There are a lot of factors to consider when selecting a venue for your event. These event planning tips will help you determine the right venue for your group.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019re planning an event, do you keep it on-site (say the hotel ballroom, for example) or do you take a group off-site for a unique venue? That\u2019s a common<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6],"tags":[],"acf":[],"_links":{"self":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/656"}],"collection":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/comments?post=656"}],"version-history":[{"count":1,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/656\/revisions"}],"predecessor-version":[{"id":657,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/656\/revisions\/657"}],"wp:attachment":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/media?parent=656"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/categories?post=656"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/tags?post=656"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}