Pulling off a great event isn’t nearly as easy as it may seem. While most are concerned with the physical space, there are different aspects to that space that can make things come together or totally fall apart.
When looking for an events venue in London, there are a litany of considerations to make. It also doesn’t hurt to have a few helpful tips to get you through the process. Check out the list of suggestions that can help you land the best event space.
Set Budget Considerations
Event budget is one of the most important considerations when choosing an event space. It involves assessing the budget resources at your disposal and making strategic allocations across various aspects of event management, including venue, catering, entertainment, and marketing.
Budget for decorations, floral arrangements, lighting, and other elements that contribute to the overall ambiance and aesthetics of the event. Include event planning and coordination costs, which cover the staff, resources, and tools needed to plan and execute the event successfully. Invest in the associated costs if you’re using event management software, ticketing platforms, or mobile apps.
If guests, speakers, or performers come from out of town, budget for their transportation and accommodation expenses. Consider event insurance, which can protect against unforeseen circumstances or liabilities.
It’s also wise to allocate a portion of the budget for unexpected expenses or emergencies that may arise during planning and execution. After the event, you may want to evaluate its success, so allocate resources for post-event surveys, reports, or data analysis.
Additionally, it’s important to explore potential avenues for generating revenue, such as ticket sales, sponsorships, partnerships, and fundraising initiatives. Seek budgeting and event fundraising tips once you find a reputable venue provider, such as Veo Events.
Acoustics
When hosting an event, don’t overlook the importance of sound. Think of events you have attended in the past. At some, it may have been so loud that having even basic conversations became difficult without straining to hear.
Of all the considerations to make, don’t sleep on the importance of the acoustics. If you have someone speaking, the acoustics become even more important. Check out how sound travels and give your event a chance to be successful by avoiding large, open spaces that carry a lot of echo or reverb.
Flexible Dates
Planning out the event way in advance can offer a bit of flexibility. That flexibility can turn out to be beneficial for not only you but the event space as well. For that reason, begin your search with a couple of potential dates in mind.
Why does it matter? Well, with more flexibility, you have more leverage when negotiating with the venue. They have a litany of dates to fill and the more of them you could potentially occupy, the more likely they are to be flexible with you. That can mean getting better rates than you may have otherwise while also allowing you to gain a little flexibility as far as finding a peak date goes. If you have one date that works, that is what it is, but it might create a few challenges when finding the space.
Consider Layout
Not all event spaces are created equally. The layout of spaces under consideration is going to be on the short list of important features. Going into the planning process knowing what kind of activities and amenities will be involved can help you figure out what type of layout will best accommodate those features.
With any event space you are considering, get an illustrated floor plan of each of them. This will help you better visualize each space and understand how it can best accommodate your needs. Consider the flow that you want to have at your event. Where will the areas with the highest traffic be? If you have anyone speaking or presenting, then a stage will be required. How does that impact the flow? These questions and more are important to ask when choosing the proper event venue.
Amenities are a Major Deal
Perhaps the most important aspect of choosing an event venue is the list of amenities. An event space is not just a physical space. A great event space is like a chameleon – it can be whatever you need it to be.
Will you need catering at the event? If so, finding a venue that has a kitchen will be key. Are tables, chairs, and linens available? That can save both time and effort if they are needed. What about AV capabilities? If you plan on presenting or having someone speak, a venue that has built-in equipment and audio-visual capabilities can make life a lot easier. The list of amenities can separate the various event spaces from the next and help you come to the best decision possible.
