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What Makes A Perfect Venue? 4 Things To Consider When Choosing A Place For Your Event

Planning ahead is the key to the success of any event. In fact, you must start working on it as soon as you confirm the event date (or even before), regardless of the type of gathering you’re organizing.

Whether you’re new in professional event planning or wish to organize a personal or corporate affair on your own, the fact remains that you must find the right venue for it. Like the catering, invitations, and other elements of an event, the venue can affect the overall outcome of the gathering.

When planning an event, the earlier you book a venue, the better. Not only will this give you time to sort through your options, but it can also help you pick one that would be best suited for your event.

To help you choose from among the event venues in Abu Dhabi, consider the following things first:

1.Location

Location is arguably the most important factor to consider when selecting an event venue. Although you’ve probably considered this, there are other details you must take into account, such as the distance from the guests’ workplaces and homes (for local events) and proximity to airports and hotels (for international or out-of-town gatherings).

You’ll also need to evaluate the ease of transport, accessibility, and available parking. A venue with ample parking space is preferable, but this may not always be possible. Fortunately, there are a few alternatives you can try to overcome this hurdle, as follows:

  • Negotiate with ridesharing service providers to offer discounts for attendees. This can be distributed exclusively to your event guests in the form of coupons or promo codes.
  • Rent out nearby parking lots and reserve them on the day/s of the gathering. You can include this cost to the event ticket price or inform the attendees of the additional fee when they need to use the parking lot.
  • You can also offer attendees a way to share a ride through group chats and community pages that will allow them to interact with each other.

2.Cost

The cost is another factor that you must consider when selecting an event venue. Under this, you may encounter a few terminologies that refer to venue rates and packages, as shown below:

Hire fees

This is considered the flat rate that takes into account the length of time you require the use of a venue in an hourly or a daily package. It may also include catering and use of technical equipment, but it can be nothing else but the space itself (as in dry hires).

Day delegate rates or package per person

Some venues also offer a delegate or per person rate based on the number of people attending the gathering. The difference between the two is that a per person rate usually includes food and drinks, while delegate rates cover audio-visual equipment and other extras the attendees may require like notepads and pens.

3.Capacity and Minimum Number of Guests

Before you hire the largest concert hall in Abu Dhabi, or any other venue for that matter, you must first estimate the number of guests you expect to attend and compare this with the venue capacity. This should make it easier to narrow down places you’re considering.

This is important for two reasons. One, this will help you ensure that all the guests can move freely and comfortably in the space. Two, it will make sure that the venue adheres to fire and safety codes implemented in the locality.

In some cases, venues offer food and/or drinks with a minimum spending amount. Such venues estimate the minimum amount they require according to data they gathered in the past.

Most of the time, you’ll find excellent offers from venues for estimated spending that is higher than the minimum. If this is the case, you’ll be at an advantage, as you can use this to negotiate to get complimentary services such as audio-visual support or upgraded Wi-Fi services.

4.Layout

Although you must already be searching for a venue quite early in the event planning stage, you should still have a rough idea of the different activities that will be included in the program. This way, you can look for specific amenities to accommodate such affairs and find a venue with the ideal layout for the flow of the event.

To do so, ask for an illustrated floor plan from each venue vendor you visit. Once you narrow down your options using these plans, you must also do ocular inspections and walk-throughs while taking note of important details, such as:

  • The location of electrical outlets
  • The space allotted for audio-visual equipment

There are two things you need to think about when deciding on a venue layout that will suit your gathering best: the event activities and the traffic flow.

For instance, if you’re planning to invite keynote speakers, you’ll require a stage, a podium, or other elevated areas. For conventions and product launches, you may also need a demo area.

You’ll also need to consider the flow of foot traffic during the event. Identify what areas which you expect to get a bigger volume of people (e.g., for registration and entrances). This will help you arrange and set up tables and décor accordingly.

The Bottom Line

The success of an event requires an event venue that is well-suited for the affair. Make sure that you choose the right one for the specific type of gathering you’re organizing by making a note of the items listed in this article.



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