eBookSourcing your business event Venue

Relates to events catering for approx. 20-250

Choose

What is in this eBook?

This eBook is aimed at helping you choose the correct venue for your business event and

will hopefully save you from having any surprises on the day or when the bill arrives. I have

specified that it relates to events for up to 250 people as there are often more complex

needs for larger events.

Contents:

1. Things to consider when defining what you need from your venue

2. Most popular room layouts

3. How to search for matching venues

4. Process of choosing suitable venues

5. Venue visit check list

6. Next steps

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First things first

You should first understand what kind of event it is you are organising.

• It could be any kind of event – conference, meeting, team party, anything you like but

you must have decided what your event is going to be before you start to look at places

to host it.

• Don’t organise an event around a venue, even an unusual venue. You need to

understand your event first and what it is you want from it.

• Have an idea of your budget

• Know at the date you’d like to host your event, the day of the week or at minimum the

month of your event

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1. Things to consider when defining what you need from your venue

• It would help to know your event agenda so you can work out what catering you may need

(refreshment breaks, lunch, afternoon break?)

• Understand what equipment you need to bring to the venue – are you having staging, lighting, PA

system?

• Collate the total number of people the event needs to cater for – include staff, hired help,

delegates, speakers – include everybody

• Have a rough idea on the location/radius or area you are willing to look

• Think about how your guests will be travelling to the event – Car, Public transport etc.

• Know the flow of the event and how many rooms/areas you may need. For example you may need

one area where the speakers will be and another area where refreshments are served?

• Decide on your room layouts – see next slide for the most common types 4

2. Popular room layouts

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CABERET STYLE

BOARDROOM BANQUET

3. Tools to use when searching for venues

There are a number of ways you can go out and find suitable venues.

• Use a venue finding website such as venuefinder.com

• Use the Google search and simply type in – ‘conference centre in XXX postcode or town’

• Think about what events you yourself may have attended

• What about friends, colleagues, family - ask around

• Use social media – it is a great tool to find and get a good understanding and vibe about any kind

of venue

• Many agencies, including Little Fish Event Management offer free venue finding services where we

would ask questions about your event such as those listed on page 4 and come back with a few

options.6

4. The process of choosing suitable venues

• Find a venue and look them up on the internet, view their website first of all. Attain information

about their size, location, capacities and event facilities

• If they match what you need email or call them to ask about rates/prices

• Perhaps email them over further details of your specific requirements and ask them to respond

with an itemised quote

• If suitable and in budget ask about availability – if possible get exact dates available for your

chosen week/month

• If they have the availability you are looking for arrange a venue visit

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5. Venue visit checklist

On your site visit you should go armed with quite a lot of questions, this list may help you avoid those

surprises I was on about earlier.

• Find out max capacities for your chosen room layout

• Understand the space required for any staging or other equipment/entertainment - take measurements if needs be

• Will the cloakroom be staffed, is there a cloakroom?

• Can you have extra tables, table cloths and chairs if needed in the price (for registration etc.)

• Will they offer you an event manager on the day to support you? this isn’t always a given

• Discuss the prices you have been given for refreshments/lunch etc.

• Are there any additional service charges on top of what prices they have offered

• What are the access and exit times available to you for setting up and on exit

• What internet and electric facilities are there

• Do they have recommended suppliers for any of the additional equipment you may need?

• Are you able to send deliveries direct to the hotel by courier (If you book this venue get a name to address them too)

• Projector hire – they may say it comes with projector screen but you often have to hire the machine separately, find out the

price

• Event signage what can and can’t you do

• Any other events on at the same time – if so where and what

• Does the venue fit what you are trying to portray, does it suit your business

• Are there private restrooms or at least are there any nearby

• Check the parking facilities – will there be enough spaces on the day of your event

• Check phone signal4

6. Next steps

• I would suggest visiting at least three venues on your shortlist. You should get a good feeling about a venue,

it’s staff and it’s facilities.

• You can often reserve a date for up to 7 days whilst you make your mind up

• Refine your event requirements from that first initial enquiry/quote and ask them to re-quote if needs be

• Once you have an amended quote back from the venue – negotiate

• Then give yourself a good pat on the back for choosing such a great venue. You can happily get on with

planning your event being able to visualise it, which I think always helps and makes it all more exciting.

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Little Fish Event Management makes hiring ad-hoc event expertise easy whether

you need us to manage your complete event or simply help out.

Contact me with any questions with no obligation, I will be happy to help.

Lindsey@littlefishevents.com

Tel: 01923 255923

Mobile: 07950 158379

T: @LittleFishHerts

www.littlefishevents.com