Tool Box
Issue No. 42 - August/September 2008
Picking the right venue for a function
by Craig Stubing
We’re running a conference in three months”, says the CEO, “Find me a really good venue and make sure we don’t break the bank”.
In about 20 words, you’ve been promoted (or demoted) to Event Manager. You may have little or no experience in this field, training is definitely on-the-job and it starts now!
Just about everyone with space to rent is into providing a venue for all types of event. You can choose from purpose-built training facilities, hotels, mansions, castles, conference halls, exhibition centers, art galleries, museums, universities and colleges.
You can be sure that every one will be different and will have its own particular attributes that will make it attractive for your event. You can also be sure the venue that best meets your needs is also very popular with other users, so early booking is essential to make sure you are not scratching around and compromising with a venue that does not quite measure up.
The selection process can be a nightmare because sometimes it is like comparing apples with oranges. So, before you even look, get out a blank sheet of paper and write down what your event will demand from a venue to contribute towards its success.
Here are a few suggestions:
On which dates will you require the venue? Do you need a rehearsal day as well as the actual event?
How many people do you want to invite? Do the numbers need to be flexible up and down?
How much parking will your event need?
Should the venue be within a certain distance of your office; say, a 40-minute drive?
Is the image of the venue important? eg. an inexpensive, no-frills venue will be appropriate for that Cost Cutting Seminar whereas an Executive Selection Workshop might benefit from an up-market mansion house venue.
How should they be sitting? Lecture style, conference style, restaurant style? With or without tables? Maybe on beanbags?
Will you have a projection screen? How b...
