Tips to choose a venue for any event
What comes to your mind when you think of any family function? Any family function like marriage, reception, anniversary, birthday party don’t forget to book the venue in advance prior to 4-5 months. Visit the hall & get a brief idea from the owner. Choosing a venue is a very important decision that will have a good impact on your decision.
When to Start Looking for a Venue
The earlier the better. Book a veue at least 4-5 months in advance so that you will have enough time to plan other activities and things, such as catering, shopping, event brochures. For the planning, use any time-saving tools or plan an event manager.
What to Consider When Searching for a Venue
The most important decision to be considered. For a local event, you may be looking for a venue within a short distance from most attendees’ homes. If there are many attendees that will be traveling from out of town, a venue near the airport or their hotels will be easy and beneficial. In any situation, don’t forget to consider traffic, transportation, and parking options.
Check if the venue have a parking lot or valet parking? A venue with a parking lot is beneficial to everyone. If that’s not the case, Search if there parking lots nearby which attendees can access and use. You could also offer valet parking for the event, even if the venue doesn’t. Providing a valet can also be essential.
3. Capacity and Minimums
What’s the capacity? You’ll need to know the room capacity of the venues for some reasons. First, 500 people (if it is your estimated event size) can’t comfortably fit into a room with a 250-person capacity. And second, there are fire and safety codes that the venue has to abide by.
Services and Amenities
Confirm if the venue has a kitchen and can it provide catering to your event- Its the most important factor while planning any event. Confirm if the venue management crew provides any catering services? If they are unable to provide, then ask them if they have any partnership caterers to whom you can place the catering order. If they do not have any options, then you can look out for a caterer on your own. Serve your guests with good quality food.
If they have tables, chairs and linens you can use- Confirm these mentioned items beforehand, as it can save your time and money.
Does it have a setup/clean up crew? If they provide you with a cleanup crew, rejoice! If these services aren’t available you’ll need to search for it.
Does it have AV capabilities? Some venues have built-in audio-visual equipment for you to use, this would be a great advantage for your party. This would also make your event a memorable one.
- The flow of traffic: Think about the flow of traffic while planning your event. What areas will be high traffic at the event, plan accordingly to reduce traffic? The auditorium doors? Keep this in mind when choosing your venue, realizing that how you set up the tables and decor will greatly affect your event as well.
- Event activities If you want to have speakers at your event, you’ll either need a stage or a spot to place a rented stage. Will you need a demo area? All these things should be kept in mind.
Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities, garden etc. You’ll probably know whether there will be children and families at your venue, but you may not know if there will be individuals with other special needs. In this situation, reviewing some recent events hosted by your organization may give you a clear idea.
Cost and Flexibility on Event Date
Being flexible on the event date can be a great way to negotiate the price with venues. They may also have open dates on their calendar that they want to fill. By providing 2-3 date options, you are more likely and easier to get discounted pricing.
Pratidnya hall provides Marriage Halls in Pune, Banquet Hall, and Catering Services. We offer the hall for marriage functions, birthday celebrations, wedding anniversaries, family celebrations, get-togethers and special events. We are successfully conveying services as the reliable comfort in precedent for two decades. We have been experiencing 100% satisfaction on the faces of our privileged customers after having enjoyed the memorable celebrations.