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What to Consider When Selecting a Venue For an Event?

By Emily Sullivan posted 05-02-2024 13:31

  

I have worked in Hotels, Finance, and Events and I can honestly say when planning your events the most important factor is:

Location.

Location. Location. Location. This is not just relevant for Real Estate; it is important for events too!

 

Why is this important?

This is important because what is the one thing that events need? People! We want people to attend the event, enjoy the event, and most importantly we want people to come back year after year to enjoy our events. In the Hospitality field the most profitable attendee whether it be from revenue, or knowledge share, is someone who comes back. They are your best marketing ally to ensure your event is a success.

Now, choosing the right location seems easy when we think about finding a fun location with great restaurants, history, or things to do. But as a planner we need to think about those pressing questions:

Is there a good venue selection in this location?

Are those venues Accessible?

Will they be large enough?

Will it be in the price range I need?

These questions can add up quite quickly, and some of you may feel you need to be physically onsite to answer your questions. But that doesn’t have to be the case. To make this process easier I would recommend using the Cvent Supplier Network.

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Is there a good venue selection in this location?

Short answer: Yes. 

Long Answer:

We understand that choosing a new location can be exciting but also nerve wracking. Locating a venue that meets your needs can be difficult. However, if you are interested in Hotels, CVBs, Restaurants, and DMCs Cvent can allow you to see a plethora of options. From there you can continue to filter how you see fit. Only looking at 5-star hotels? We can funnel that down for you. Need to be within 20 miles of the major airport of attendees? We can do that too. It can assist you in breaking down a city to find the best options.

 


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Are those venues Accessible?

Short Answer: It depends, make sure you ask!

Long Answer:

Accessibility is a very important factor to take into consideration when planning an event. And as a planner we know you want to ensure that every attendee feels included and safe. We also know that 16% of adults are recorded as having a disability according to the World Health Organization. To ensure we make our events inclusive to attendees of all backgrounds we want to ensure there is ample space in the venues and that they have accessible rooms, meeting spaces, and entrances. All of which are easily viewable by reviewing images of the hotel posted via the Cvent Supplier network, or their 2D/3D Diagram options. You can also request this information by making a required field in your RFP to ensure you get the information you need. For example, enough hotel rooms that have accessible floor plans, conference rooms with spacing around the proposed tables, or tables of various heights included in the event contract.

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Will they (the venues) be large enough?

Short Answer: Some absolutely will. Some will be best for smaller events to keep in mind for the future.

Long Answer:

If you are planning an event that needs large registration numbers to represent your success, then you will want to look at the capacity of your event and the sizing of your venue. It is important to consider the capacity and size of your location to ensure the safety and comfort of your attendees.

This may mean ensuring that there are enough meeting rooms at your venue to foster communication, networking, or knowledge. It could be ensuring that you follow Cvent’s recommendation of 6 square ft. per person in a crowded environment. Or asking are there enough room nights to hold my guests? By searching by square footage and using the filters to place the number of rooms you need, you are setting yourself up for success when searching for and working with venues. From there putting your requirements in your RFP with your needs allows you to get accurate proposals that can assist for the sizing and capacity of your event.

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Will it be in the price range I need?

Short Answer: The best way to know is to ask, compare prices, and negotiate!

Long Answer:

When searching for venues in your decided location price can be a factor. Finding not only a venue but a location that works for you is important. As we mentioned before location is a key factor and there are so many to choose from! Don’t be afraid to search and compare what cities have to offer in the venue spaces. Understanding what is available in different locations allows you to best choose a location and venue for you. This not only helps you solidify your decision in your location it can help you keep an eye on what is out there for future conferences!

Now, if you are set in a city, send out RFPs to a couple venues! It is so important to know what your options are and ensure you are always getting the best offer available. We all have our favorite venues or hotels, but you never know what new options may become available. By submitting RFPs and comparing bids you can ensure you are selecting a space that is within your price range in the location of your choice!

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Where do I go from here?

You know that location is the most important piece because it ties in your venue choices, accessibility, capacity, budget, and cost. But, where do you go from here? We start by creating an account in Cvent Supplier network! By doing this you can reduce the number of hours spent searching and comparing venues while trusting that you got the best venue for your attendees and your team. Nervous to get started by yourself? We can show you how using the resources in our CSN learning center and reaching out to your account team! 


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#Accessibility
#ExecutingStrategicMeetingsManagement
#ManagingEvents
#ManagingOn-site


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