For every event be it a social gathering or a corporate event, the most important decision you need to make is to look for an ideal venue that can make it a success. Firstly you need to do all the research for the right option and then go through the whole process of making the booking! You need to meet the venue team multiple times to explain what you need and how you want to take this deal forward! To make it a smooth ride you need to follow certain steps that can help you book the venue as well as execute the venue just like you wanted!
Here are the six steps that you need to follow…
Step 1: Analyse the event’s need for the venue
While booking the venue, you need to ask multiple questions about what kind of venue you want for your event. Here are just a few of the questions that should be considered.
- Do you want an indoor or an outdoor venue for the event?
- How many guests will be attending the event?
- For how long do you need a venue, including setup, event and takedown?
- Do you want a venue that is easily accessible?
- Is it necessary to select a venue with good public transport access?
Step 2: Investigate the possible venues around
There is no doubt that there will be plenty of options of venues available in your city to choose from! However, if you are going for a less popular city or the outskirts of the city then options may be fewer. In case, you are not able to find a venue for the event then you should research possible venues by:
- Getting in touch with the government agencies who undertake maintenance as well as publishing a database of sporting, cultural and educational
- You can also consult the industry peak bodies that represent organisations in the sports as well as recreation industry and/or even the entertainment industry
- Searching the Internet websites that list all kinds of venues in all the cities
- Utilising one of the CD ROM products on the market to search an electronic database
- Getting on a call with the venue team and asking for assistance, if they cannot help they will more than likely refer you to someone who can
- Contacting the experienced event managers or event companies
Step 3: Visiting the venues
After doing your research and penning down all your selected venues, you need to visit them to see them. The venue team will take you through the whole venue for a show-around. Such visits will help you see the suitability of the venue. We have mentioned below that explains five facets of suitability that you need to check while visiting the venues of your choice.
Dimensions
The most important thing to look out for on your first visit to the venue is an area of the space. It should be suitable for the number of guests you are thinking of inviting! You also need to see the ceiling height if you are thinking of an indoor venue. There are banquet halls in Kapashera that are specially designed for bigger events!
Environment
- Always keep in mind that the venue needs to be appealing to all guests. It should be well maintained and clean
- If you are considering Indoor venues then you need to check their lighting and air conditioning
- Also, the seating needs to be comfortable for the guests
- If you are choosing an outdoor venue then advantageous elements should include sufficient drainage, lighting, shading and protection from wind
Facilities
- Sufficient changing areas, or rooms
- Clean kitchens and food serving areas
- Offices or meeting rooms for Media and the Event Staff if it’s a corporate event
- WIFI services
- A public address system is available
Position
- Easily accessible
- Sufficient accommodation within a reasonable distance
- Shops nearby
Cost
You also need to see that the cost of the venue is within the realistic limitations of the event budget.
Step 4: Agree on price and terms
After identifying the suitable venues and looking at all the features of the venues, the next step is to negotiate with venue managers to get the best possible deal that you can. Usually, all the venues managers will give you a rack rate of the venue which will give you a chance to bargain the price down, or bargain for extra services.
If you are booking the venue during the heavy wedding season then the chance of bargaining could be less but if you are booking in the non-saya period then you may get the deal at your price. You can even ask to use an additional part of the facility for free, obtain access to sound equipment at no cost, or even get some additional personnel at a reduced price e.g. security.
Step 5: Make a booking and give confirmations
After selecting and negotiating at your selected venue for your event, it is time to book the venues. Though you can do it over a call and send an RTGS or do IMPS, you need to sign a contract that has the below-mentioned things in it:
- Facilities booked
- Dates and times of the booking
- Payments to be made including the deposit and the final payments
- Other contractual obligations e.g. cleaning
- Your contact details
After signing and returning the contract together with a cheque deposit, you should never assume that everything is done as well as safe and forget about it until the last week before the event. It is strongly recommended to stay in touch with the venue manager and to keep checking that your booking is safe and even discuss the other things that are required for the event such as décor, generators, transportation, catering menu and so on…
Step 6: Make further site visits to the venue
You should visit the venue to make other decisions regarding the event. With that, you should also keep a check that nothing has changed. Changes that may occur at the venue can be lighting, fixtures removed, furniture, equipment and décor.
We hope this will help you go through the process of booking smoothly!
