Event planning companies share tips for selecting event venues

The selection of activity venues is one of the important contents in the event planning plan. To do an event, it is necessary to choose a suitable venue, and a suitable venue may bring unexpected effects to the event. However, there are too many suitable venues for the event, such as hotels, exhibition centers, restaurants, creative parks, clubs, resorts, art galleries, scenic spots, and so on. So, how should we choose an activity venue?

Event planning companies believe that there are many techniques for choosing an event venue, which can be considered based on factors such as the number of attendees, convenience, economic conditions, and scope of application. Take the annual conference event in the form of a hotel banquet performance as an example. When we think of the venue, our first reaction is definitely whether there is one near the company. Of course it's best to have it, but if not, then find a slightly farther one. Anyway, transportation is also convenient now. If there are performances, dinners or lunches, and even meetings, then it's important to find a hotel that can provide these services. The more stars there are, the better, but the more suitable it is for oneself. For example, most concert events are held in sports arenas or large activity centers, and the venue size is chosen based on the size of the concert; For example, a product brand launch event would definitely choose to be held in a large star rated hotel, as high-end hotels can demonstrate the organizer's emphasis on the event and elevate the level of the event. There are also shopping malls, shopping centers, squares, real estate openings, or anniversary celebrations, and the venue is usually chosen in nearby locations, or simply in the open space in front of the mall

Friendly reminder: When comparing prices, it's important to choose a suitable venue for your event. Check out several venues that can accommodate the event, and then compare them from the following aspects. I believe you can choose a suitable venue for your event:

1. Considering the venue from the perspective of event scale:

How many guests participated in the event? 1-50 people, 50-100 people, 100-200 people, 200-500 people, 500 people or more. The number of people can basically determine which venue is suitable for hosting the event (for example, 1-50 people are suitable for hotels, clubs, and resorts. It is not suitable for art galleries, scenic spots, or attractions. A venue with more than 500 people is suitable for art galleries and resorts, but not clubs. A venue with 100-300 people is generally suitable). Therefore, the organizer should first consider the number of people to invite and choose a suitable venue based on the number of people to avoid waste caused by setting the venue too large, Also, avoid overcrowding caused by a small venue.

2. Consider the venue based on the type of activity:

Meetings, forums, evening parties, dinners, press conferences, anniversary celebrations, themed parties, wedding celebrations, baby hundred day banquets, etc. Different themed activities can basically determine which venue is suitable for holding activities (for example, various types of activities can be held in hotels. Clubs are suitable for dinners, press conferences, themed parties, weddings. Resorts are suitable for anniversary celebrations, company meetings. Art galleries are suitable for press conferences, salons, press conferences, themed parties)

3. Considering the venue from a cost budget perspective:

A budget of 10000 to 50000, 50000 to 100000, 100000 to 150000, 150000 to 200000... can basically determine which venue is suitable for hosting activities (e.g. 10000 to 50000 is suitable for clubs, art galleries. 50000 to 100000 is suitable for 4-star hotels, clubs, resorts. Over 150000 is suitable for 5-star hotels, luxury resorts, and scenic spots)

4. Considering the site from the perspective of transportation costs:

Will the guests participating in the event come by themselves or will the organizer arrange vehicles uniformly? If you come by yourself, the venue is generally chosen in an indoor location with convenient transportation, near the ring road or near the subway. If the organizer arranges vehicles uniformly, the venue is generally chosen in a beautiful environment, reflecting the organizer's creativity and uniqueness.

5. Considering the venue based on the services provided:

1. Does the overall decoration style of the venue meet the requirements of this event? Can the length, width, and height of the venue meet the requirements of the event? Can the check-in and rest areas meet the activity requirements?

2. Does the venue provide free VIP lounges, drinking tea, flower decorations, and VIP parking spaces?

3. What are the fee requirements for setting up the event, rehearsal time, official use time, venue deposit, etc?

4. Is the venue capable of using electricity? Is there free provision of stage, audio, projection and other equipment?

5. Is the entry and exit channels of the site smooth and convenient for equipment transportation?

6. Are there any special protection requirements for the venue carpet or floor tiles?

7. Does the venue have requirements for fire inspections and security measures for the events being held?

8. What are the fees and standards for tea breaks, dinners, and buffets provided at the venue?

When choosing an activity venue, consider the above 5 aspects. Basically, 2-3 venues can be selected, and then on-site inspections can be conducted to select a suitable venue based on their respective strengths and weaknesses. Holding a successful event is of great significance, so when choosing an event venue, we hope that everyone can choose a suitable venue through the above methods.