From drafting the initial plans to sorting out the transport to and from the venue to the cuisine provided, organising an event puts a lot of strain on you. It can create a lot of pressure for you to do well, particularly if you are hosting a business event for industry partners or esteemed guests. Likewise the pressure is also’ if you have been assigned the job of finding a venue for the school dance or school prom.
Whether you were tasked to organise this event on your own or you lead a planning committee, the decision to hold the event at a certain venue can be a risky one. What if the guests have difficulty getting to the venue? What if the venue does not accommodate all of the guests? What if the venue is not able to cater to the needs of every guest? There will be a lot of doubts and worried running through your mind but it is important to remember that if you have done this our research properly and organised everything in advance, you shouldn’t have any serious issues.
Here are three reasons why booking a separate venue instantly wins brownie points for your event organisation skills.
- Equipment Designed to Suit the needs of your conference
From overhead projectors to interactive whiteboards, computers with PowerPoint, Wi-Fi access and conference call features available, conference events can often get pretty heavy handed on the technology side of things. With a huge range of different venues to choose from, you will be able to pick a venue that has the equipment you need to run a successful convention.
If you are unsure as to whether or not your potential venue provides these features, all you can do is ask. Bear in mind that it may not be enough that a venue does provide all these features; you might need to run them at the same time. Check if sufficient power outlets are provided and whether or not running costs are included in the booking, otherwise you might find yourself paying some nasty surprise fees.
- A Neutral Location to Discuss the Future of the company
If this is a business conference and you are looking forward to networking, the concept of meeting at a neutral location can be quite an attractive one for potential partners. It puts them at ease and allows them to enjoy themselves in a more relaxing environment, which would not be the case had you hosted the event in your own company offices or conference room.
When making connections, it is important to get a potential business partner to trust you before making any arrangements and they may not feel as if they can speak freely at your own conference rooms. A booked venue provides a neutral location where you can discuss the nature of your partnership and the future of this partnership with the business.
- Catering Services provided by the venue
Do not worry about sorting out the catering options. In many cases event venues are specifically designed to cater to the needs of your party members and so long as you have notified the catering staff of any dietary requirements beforehand you should have no issue. Some venues even provide several choices in order to meet your catering requirements, so if you are having a formal dinner, a choice of menus is always beneficial and makes a good impression on your superiors.
Some venues may include the price of the wine in the booking costs per head, others may include just one free half bottle or one free bottle per head with extra charges applying afterwards. It is important to realise that most, if not all venues will not allow you to provide your own cuisine, so making good use of the catering options provided is essential.
At the end of the day it is not about scoring points with anyone in particular, but if you have learned anything from booking your first event, even if it is just to be a little more conservative with the budget provided, you can chalk that up as a win. When it comes to organising business events, everyone is going to have that one event that might not go so well, but if you prepare adequately beforehand, you should have no problems. Stay calm and do your research before jumping in and making a booking out of the blue. In all honesty, the very fact you have chosen an external venue in favour of a boardroom or in office meeting room for the event speaks volumes. Good luck!
Article provided by www.bestvenues.london, an online venue sourcing service that is completely FREE to customers. Looking for a unique, quirky or unusual place for your event? Best Venues specialises in providing the perfect place for your celebrations!