How to choose Event Venue

How to Choose Event Venue

What is event Management

How to choose Event Venue: Event Management is the process of analyzing, planning, marketing, producing and evaluating an event. It is a different way of promoting a product, service or idea. If an event is managed efficiently and effectively, it can be used as a very powerful promotional tool to launch or market a product or service.

Events Management requires certain core values to be deployed to every element, process and decision to justify professional approach and achieve effective and efficient results.

Types of Events

  • Corporate Events – Events like HR Summit etc.
  • Education and Career Events – Events like education and career fair, workshop, seminar, debate, contest, competition etc.
  • Private Events
  • Social Events

Keep following things in mind while selecting a venue for your event:

Target Audience/ Guest Size

This means the number of people you are expecting to attend your event. Make sure that your venue can easily accommodate your expected target audience. Your venue should not be too small or too large for your guests.

If too small, then your guests will feel discomfort. If it is too large then you will unnecessarily end up paying more for the venue. Get firm indications whether guests plan to attend your event by sending R.S.V.P clearly printed on the invitation. The term R.S.V.P is a French acronym.

Its meaning in English is ‘Please Respond’. If R.S.V.P is printed on the invitation then the invited guest is expected to tell the host whether or not he/she is attending the event.

Since many people don’t understand the meaning of this term or don’t bother to reply back, it is advisable to individually call and ask your guests about there plan to attend the event. In this way you can get quite accurate idea of the guest size which will help you in deciding food and beverage quantities also.

P.S: Here guest indicates to school and NGO responsible for kids who are participating

Target Audience Convenience

Select venue according to target audience convenience. Your venue should not be very far from the place where majority of your target audience live. Your venue should have proper lighting and ventilation. It should not be in a noisy or polluted area. It should be absolutely neat and clean and free from any type of infestation.

Venue History

Before hiring a venue check out the history of the venue. Find out how many events have been organized in the venue so far. In this way you can find out whether or not venue and the staff there is event friendly.

This will help you immensely when you later organize event there as you will have to do less amount of work in making the venue suitable for the event.

If venue has noise ordinance problems in the past like neighbors calling the cops to shut down the event, then it is not a good idea to organize event there especially outdoor event.

Venue Services

Before hiring a venue check out the number of services provided by the venue like:

Parking facility

Make sure venue has its own parking space. It should be big enough to accommodate your target audience’s vehicles conveniently. If parking space is not adequate then look for other venue. Never compromise on parking space especially if you are organizing event on a large scale.

Security Arrangements

Security of guests, service providers and target audience is a very important issue which should never be neglected or compromised at any cost. Make sure that your venue has adequate number of fire extinguishers, fire alarms, emergency escape routes, sprinkler system (a system consist of overhead pipes designed to control or extinguish fires), security personals, handicap ramps, security cameras, first aid kits and power backup (like generator, inverter, UPS).

Your venue must have separate entrance and exit gates and it should not be more than 30 minutes away from the nearest hospital. If your venue is at a remote location then presence of doctor and ambulance is a must.

Also make sure your mobile phone properly works there. If your mobile phone network area is weak there or doesn’t exist then you must have some other modes of communication like satellite phone. For large scale events presence of fire fighters, fire engine, police, paramedical team with ambulance is a must.

Venue Fees

Ask following questions from venue manager before hiring a venue:

What is the venue fee?

Does it include all other taxes? (Negotiate rental fee to ensure the best deal.)

What is included in the venue fee?

Is dance floor included in venue fee? Are table, chairs and linens included in the venue fee? Is security and liability coverage included in the venue fees?

Is there any cost for parking?

Generally parking space is provided free of the cost by the venue but some venues may charge separately for parking facility.

What is the price range for a seated/buffet lunch and dinner?

What are the Corkage fees? i.e. fees to server liquor. Make sure that venue has the license to serve alcohol. Check the license for expiration date.

What is the cost of sleeping rooms?

What is your cost per person and per food item?

What are your bartending and bar set up fees?

What are your fees and how do you charge for providing additional services?

Such as floral decoration, fireworks, audio-visual aids; staging, lighting, props, decor for event production etc.

What modes of payments are available?

What are your payment, refund and cancellation policies?

AW Events Pakistan is a creative event management company based in Lahore that caters different events ranging from formal business meetings, Corporate Seminars, Family Gala Events, Event Decoration, Wedding Events, Event Décor, Artists Management, Performers, Comperes/Hosts, Promotion and Marketing, Brand Activation, Mascots, Game Shows, Cultural Dance.

We are an all-rounder, tapping various verticals when it comes down to celebrating the grand way.


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