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Choosing The Right Venue For Your Event

Find a venue. Book it. How hard can it be? Well, that depends on what you need. Choosing the right venue for your event is rarely as simple as booking a single meeting room. If you're organising a conference, team building day or themed party, finding an affordable venue with availability can rapidly send the blood pressure off the charts.

Keep your sanity (and the budget) intact with these tips on choosing the right venue for your event.

Get someone else to do it

Take advantage of a free venue-finding service. A good corporate events company will source a venue for you for free, provided you book activities or use them as event managers.

Start the search ASAP

Leaving it until the last minute is a seriously bad idea. Yes, you might get a last minute deal but it's a big gamble. You may have to settle for a venue that doesn't have the specific facilities you need. You also run the risk of being forced to book somewhere out of your budget range.

Star rating and budget

If you're planning on choosing a hotel as a venue for your event, think about the star rating. Will the budget stretch to a 4* or 5* venue? You might be better off with a good quality 3* hotel. Overspend on the venue and you'll have to cut back in other areas.

Room layout

Choosing the right venue for your event involves thinking about room layout and seating plans. If you're planning a conference, product launch or presentation, you might want to consider a theatre-style layout. If it's a training day, a classroom style could be the way to go. A U-shape is good for presentations.

What about catering?

These days, hotels and conference venues offer more than tea and biscuits. Do you have any set ideas about catering? If so, choose somewhere that will accommodate your preferences. If your event takes place in the summer, a BBQ or buffet lunch is a no-brainer.

Proximity to motorway/railway station

Transport plays a huge role in choosing the right venue for your event. Booking a fabulous country house in hundreds of acres of parkland might tick the wow factor box but delegates won't be impressed if getting there is a nightmare. Make sure the venue you choose is within close proximity to a motorway and a railway station. Free, plentiful parking is also essential.

AV equipment and WiFi

Does the venue's day rate include use of AV equipment? Do they offer free WiFi and can the speed cope with conferencing requirements?

Outdoor areas

Planning a team building day? Think about activities. If you're planning to include country sports or driving activities on the agenda, you'll need a venue with a suitable outdoor area.

Accommodation

Some delegates might want or need an overnight stay. Check to see if the venue you're considering offers overnight accommodation and if they'll consider a special rate for your guests.

Contact the team on 01773 766050 for help on choosing the right venue for your event or email sales@actiondays.co.uk.

Written by Catherine Alexander

05th Monday August 2013