Before you start looking for venues, you need to have a clear idea of what you need and want from them. Consider factors such as the size, format, duration, and purpose of your meeting, as well as the number, profile, and preferences of your attendees. You also need to set a realistic budget and a flexible date range for your meeting. Having these criteria in mind will help you filter out venues that don't meet your requirements and focus on those that do.
Location: Choose a venue that is convenient for all attendees in terms of proximity, accessibility, and transportation options. Capacity: Ensure that the venue can accommodate the number of attendees comfortably. Consider factors such as seating arrangements, room size, and layout options. Amenities and Facilities: Evaluate the amenities and facilities offered by each venue, such as audiovisual equipment, Wi-Fi availability, catering services, parking facilities, and restroom accessibility.
Flexibility: Evaluate the flexibility of each venue in terms of customization options, setup arrangements, and any restrictions or limitations. Reviews and Recommendations: Look for reviews and recommendations from previous clients or event organizers who have used the venue. Pay attention to feedback regarding the venue's service, facilities, and overall experience.
Ambiance: Consider the ambiance and atmosphere of the venue, including factors such as lighting, decor, and overall vibe. Choose a venue that aligns with the tone and purpose of your meeting. Cost: Compare the cost of each venue, including rental fees, additional services, and any hidden charges. Ensure that the venue fits within your budget while still meeting your requirements. Availability: Check the availability of each venue for your desired date and time. Consider booking well in advance to secure your preferred venue, especially for popular locations.
Once you have a list of potential venues that meet your requirements, you need to research and compare them in more detail. You can use online tools, such as websites, reviews, virtual tours, and social media, to get a sense of the venues' features, amenities, services, and reputation. You can also contact the venues directly and ask for proposals, quotes, and availability. Compare the venues based on their value, quality, and suitability for your meeting. Look for venues that offer competitive rates, flexible terms, and customized options.
When comparing venues, ensure you have a conversation each venue to know the level of support available to you, during your meeting. Things happen and the impact can be minor or major depending on how quickly the situation is resolved. If you are the host of the meeting, the added pressure can be reduced by a venue with a supportive team to help you trouble shoot
First things first, I think the venue can host your event in terms of the event planning or architecture. Is there enough room for all the arrangements? The space can be adapted to different special requirements, and the on-site personnel can be flexible. You can conjure the ambience and atmosphere afterwards with various technical solutions, but they can't be too blinky to distract.
The best way to compare and evaluate venues is to visit them in person. This will allow you to see the actual space, layout, design, and atmosphere of the venues, as well as to meet the staff, inspect the equipment, and test the facilities. You can also ask questions, negotiate terms, and request changes during your site visit. When you visit the venues, pay attention to how they match your expectations, needs, and preferences. Use a checklist or a scorecard to rate the venues on different criteria, such as location, accessibility, capacity, functionality, aesthetics, and service.
Definitely a good idea to share a checklist ahead of time so the venue can prepare accordingly with solutions that meet your needs and expectations, such as space plans and configurations conducive to your meeting, catering options, AV etc. Ensure your checklist includes a clear understanding of each venue's cancellation policy and fees that could impact you.
Another way to compare and evaluate venues is to get feedback and references from other people who have used them before. You can ask your colleagues, peers, or network for recommendations, opinions, and experiences with the venues. You can also check online reviews, testimonials, and ratings from previous clients or attendees. Getting feedback and references will help you validate the information you have gathered from your research, site visits, and proposals. It will also help you identify the strengths, weaknesses, opportunities, and risks of each venue.
After you have compared and evaluated different venue options for your meeting, you need to make a decision and confirm your booking. You can use a decision matrix or a SWOT analysis to weigh the pros and cons of each venue and rank them according to your priorities. You can also consult your stakeholders, such as your boss, team, or client, for their input and approval. Once you have decided on your preferred venue, you need to finalize the contract, pay the deposit, and confirm the reservation. You also need to communicate with the venue staff and coordinate the details of your meeting.
Is the individual providing the tour prepared and knowledgeable of your program? Are they showing you space that is available when your meeting takes place? Were you greeted by the General Manager anywhere along the tour? Did he/she express his/her interest in your business? Did the hotel set up meetings with other department heads such as AV, Banquets, housekeeping? The layout of the meeting space is critical. Is it on one level? Is it column free? Take notes as you tour the properties and consider taking photos. The comparison process will be easier.