Destination Management

A Guide to the Perfect Event Space

  • 15/04/2020

Choosing the perfect Event Space can be quite a daunting and time-consuming task. Although there are many elements to consider when organising a memorable event, your event space is what attendees will base their first impressions on as it is the first thing they experience and judge. People say that first impressions are everything, so it is very important to create positive and long-lasting ones.

Below are our top 5 tips to help you find the perfect event space:


1. Understanding Your Event


No matter what type of event you are organising, it is always important to understand the goals. What is the desired outcome of your event? Is it to provide a space for networking at a conference, to reward staff for hard work at their annual holiday party, or to showcase potential services or products at a tradeshow? It is crucial to understand your event brief correctly so you can choose the correct type of space to facilitate achieving your goals.


2. Choose Your Date & Start Planning Early


Depending on the scale of your event, the lead time will vary. However, it is extremely important that you give yourself enough time to organise all the elements that will go into your event. Starting your planning process early will help to ensure that dates will be available at your preferred venues. On the topic of dates, it is very important to decide upon a date early on in the planning process, this will help to secure not only your chosen venue but all other elements that will go into your event.


3. Do Your Research



There are so many options out there for different event spaces, it is extremely important that adequate research is carried out. This ensures that you are able to make an educated decision based on first and second-hand research. When carrying out this research you should look at the facilities that are available at the venue as well as looking at past events that have taken place at these venues. The reputation of a specific venue is important as people will judge your event based on this before they have even arrived.


4. Location, Location, Location



When it comes to an event space, location is extremely important. It is crucial you look into the infrastructure that is surrounding the venues you are looking into. It should be easily accessible. If you are not providing your guests with transport to and from a venue, there should be adequate public transport and taxi services available to ensure your guests do not have to worry about how they are going to get to and from the event.


5. Always Conduct Site Visits



Site visits are one of the most important aspects that should be carried out before confirming a space for your event. It is important to see each potential venue in person, rather than relying on retouched and perfectly staged images. Conducting site visits will give you a chance to meet with the venue managers in person and help build a rapport. If you plan your site visit correctly, it can be the most helpful tool when it comes to choosing your perfect event space.


For some tips that will help you with your site visits, be sure to read the previous blog post we have done on-site visits.

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