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There are as many types of venues in which to hold your events as there are types of events. That’s why finding the perfect one can be quite a challenge. Read on to discover the keys to finding the perfect event space to turn your next production into a real success. Don’t miss it!
Whenever you organize an event, whatever it may be, you want everything to be perfect to create an unforgettable experience that will be etched in attendees’ memories.
That is why you have to look after every detail: lighting, sound, video, decoration, catering, artistic staff, etc. However, one of the most important items is the venue where you decide to hold the event itself.
How to select the right venue from among all the different event spaces?
Not all event spaces are suited to holding any type of event. That is why you should carefully select where your event will take place, and there are certain elements to bear in mind.
Although it is true that many event spaces can be conditioned and transformed almost completely, adjusting the distribution of the space, furnishings, decoration or lighting, not every venue is compatible with every event. It will depend on whether the space empowers you to meet the goal of the event, complies with regulations and safety capacity and is equipped with the necessary audiovisual equipment. We’ll tell you more about it in today’s post.
Intention of the event
The goal of your event will determine your choice of event space. The intention behind your event has an enormous influence on the type of space you need. It’s not the same thing to hold a convention as it is a product launch, concert, or fashion show.
Each of those events has special traits that require a given space, adapted to the dynamic of the event. So knowing the intention behind your event is the first step to choosing the right space.
Event space
Whenever anyone speaks of event spaces, they are referring to the site, or venue, where it will be held. It has already been stated that the event goal will largely determine the choice of space. But there are other additional factors that must be borne in mind. The space chosen must have certain characteristics that contribute added value to the event. For example, a venue that is accessible by any means of transportation, including public transport; having nearby parking facilities, access points for heavy vehicles, loading and unloading zones, and freight elevators if the production requirements make them necessary.
Capacity, safety and activities
The space available inside the venue cannot be overlooked. It’s important to comply with capacity limits, and ensure there is enough space for all attendees. But it’s also important to adjust the available room to make sure there are not too many empty spaces, which gives the feeling of an unsuccessful, or poorly attended, event.
Don’t overlook the activities planned for the event. It’s not the same to book an event space in which all attendees are going to be sitting down the entire time, as it is to have one in which they are free to move around.
It is also crucial to ensure that the event space you’re considering meets the safety regulations in force. It should also have all its insurance policies up to date: civil liability, fire, theft, etc.
Depending on all of the above-mentioned factors, you will choose the event space best adapted to the type of event you are organizing. Another option are multi-use facilities, as they offer countless possibilities to be customized to the requisites of your event. If, on the other hand, you are looking for something more special and unique, you’ll have to look a bit harder to come up with the site that enables you to bring that something special you’re after.
In any case, never forget that you can adjust elements like lighting or decoration to turn any place into the best venue for your event. All you need is a little imagination!
Audiovisual equipment
Another factor to think about when you choose your event space is whether they have on-site audiovisual equipment.
If they do, you should make sure it is suited to the needs of your event. You should also check whether they have sufficient stock, in case you want to add to your AV resources at any time.
Furthermore, find out if the price for video, sound and lighting equipment is included in the rental of your event space or are charged separately. You should also find out in advance whether you’ll need technical assistance before, during and after your event.
Remember that some event spaces already have an audiovisual supplier, so make sure they are experts in their field. If you don’t know how, read our blog post Recommendations for optimal supplier management at events.
It’s also possible to work with your own trusted AV supplier, if you have one. Proceed with caution; some event spaces have exclusivity deals with their audiovisual suppliers. If so, find out and negotiate conditions in advance. Also, read the contract carefully before signing it. To avoid surprises, it’s best to conduct an on-site inspection of your event space before you sign anything!
This article was first published in Dushow Spain, you can read the original Spanish version here.
