The Primary Step for a Successful Event by HECT INDIA
Why choosing the perfect venue is so vital? And why it is one of the most crucial decisions that every event professionals have to overcome? It’s very important to keep in mind that this primary decision is going to decide all the next steps of organizing the event. This is the only reason behind why the location so vital and surely can make the difference between success and disaster.
That is obvious, selecting the perfect venue is not enough which can make sure ending with a good result. Although being the best event organizer company of the world will fail to ensure a good outcome. If the venue is completely not suitable or wrongly chosen. Therefore, which is one of the major factors to consider when choosing a venue?
The correct Place at the correct Time
The primary aspect to be considered is the location or the position of the venue. In order to opt the best place to set the event, we have to understand our audience heart fully. In-depth knowledge of your target audience will help you make the right decision. Just try to answer these simple queries:
• Whom are we speaking to wealthy business people or to university students?
• It is feasible to think that the most of the attendees will get to the place by car or we should find another place with a good public transportation service?
• If we are choosing a beautiful location in the middle of nowhere, should we provide a small transport service to make sure all the participants, guests to help them reach the venue?
• If the location doesn’t have an own catering service, how are we supposed to organize refreshment and food supplies?
What is clear is that all of the options are likely to have a deep impact on our event budget?
Size Matters
The first question that you should be asking yourself would be “How many guests are you expecting?” Obviously, you would not want to waste your hard earned money by booking a venue which can accommodate 1,000 attendees if you are only expecting 500 (or the vice versa).
If you are planning to set a paid event, you should take care of your budget which must be balanced with a profit estimate. This estimate must be divided in half. Do you expect to attract 1000 guests? Balance the expenditure in order to cover them with the half portion of your expected audience (for example 500) and then choose a location with a capacity to seat up to 1,000 people, but it can also seem full with half. How would that be possible? It’s all about the Furniture! It is often possible to select between various settings, adding or removing panels, tables, seats and room dividers.
To be on a safer side and, if you are not sure about the real attendees to the event, is to set up the place at the minimum of its capacity and, if you need more space, move or remove some pieces of furniture away (such as sofas, tables, and chairs).
The Perfect Atmosphere
It is very important that the venue that will host the event is in keeping with the enthusiasm of the initiative. You say why this? As, at the end of any event, the guests who did attend will surely remember the feelings and the sensations they had and faced during the event.
The venue is a valuable partner to create the atmosphere but, to exploit the full potential, you must have a deeper knowledge of the area. Keeping in mind that the beauty and practicality of the structure are very vital, but the way in which the structure is perceived is even more important.
That is obvious, selecting the perfect venue is not enough which can make sure ending with a good result. Although being the best event organizer company of the world will fail to ensure a good outcome. If the venue is completely not suitable or wrongly chosen. Therefore, which is one of the major factors to consider when choosing a venue?
The correct Place at the correct Time
The primary aspect to be considered is the location or the position of the venue. In order to opt the best place to set the event, we have to understand our audience heart fully. In-depth knowledge of your target audience will help you make the right decision. Just try to answer these simple queries:
• Whom are we speaking to wealthy business people or to university students?
• It is feasible to think that the most of the attendees will get to the place by car or we should find another place with a good public transportation service?
• If we are choosing a beautiful location in the middle of nowhere, should we provide a small transport service to make sure all the participants, guests to help them reach the venue?
• If the location doesn’t have an own catering service, how are we supposed to organize refreshment and food supplies?
What is clear is that all of the options are likely to have a deep impact on our event budget?
Size Matters
The first question that you should be asking yourself would be “How many guests are you expecting?” Obviously, you would not want to waste your hard earned money by booking a venue which can accommodate 1,000 attendees if you are only expecting 500 (or the vice versa).
If you are planning to set a paid event, you should take care of your budget which must be balanced with a profit estimate. This estimate must be divided in half. Do you expect to attract 1000 guests? Balance the expenditure in order to cover them with the half portion of your expected audience (for example 500) and then choose a location with a capacity to seat up to 1,000 people, but it can also seem full with half. How would that be possible? It’s all about the Furniture! It is often possible to select between various settings, adding or removing panels, tables, seats and room dividers.
To be on a safer side and, if you are not sure about the real attendees to the event, is to set up the place at the minimum of its capacity and, if you need more space, move or remove some pieces of furniture away (such as sofas, tables, and chairs).
The Perfect Atmosphere
It is very important that the venue that will host the event is in keeping with the enthusiasm of the initiative. You say why this? As, at the end of any event, the guests who did attend will surely remember the feelings and the sensations they had and faced during the event.
The venue is a valuable partner to create the atmosphere but, to exploit the full potential, you must have a deeper knowledge of the area. Keeping in mind that the beauty and practicality of the structure are very vital, but the way in which the structure is perceived is even more important.
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