How to Choose the Perfect Venue?
So, lets get stuck in with this one ….
The question is really, where do you start with this topic? There are a 1,000 different answers because every event is different. But in answer to this question, I’ve created a little brain dump of the first thoughts that come to my mind.
There’s the obvious opening list of basic requirements ….
Size is Everything
Size Really is Everything
It’s not rocket science and without stating the obvious, the venue must have the capacity to hold your event, both accommodation and meeting-wise, but are you looking to book a large event some time out?
You might want to think about what if the corporate expands, the department expands, the company grows through acquisition, etc, it might be worth considering having a bit of wriggle room or a backup plan.
A lot of the larger hotels will have divisible function space, both in terms of their larger spaces but also some hotels have mix and match (moveable walled) smaller function rooms too. The Londoner Hotel (Gallery Suites) is a really good example of this.
Can the hotel offer additional accommodation to the group beyond the current invitation list? Can the meeting space cope with an increase in numbers both in the preferred layout or an alternative room or a different layout in the same space?
Is it potentially worth holding an excess number of bedrooms on allocation (not on contract) with a cut off deadline to contract or release without any liability, to cover this eventuality?
It’s certainly just worth bearing in mind.
Just while I’m touching on the subject of bedrooms, make sure the rooms meet your delegates needs especially as there’s a growing trend for wellness, time away from work, etc (which I thoroughly support) and hotels have translated this into bedrooms where sleep and rest is the number 1. At Birch Community for example you’ll find there is no working space, desk, etc in the bedrooms.
Conversely, attrition! Be comfortable with your minimum numbers, negotiate until you’re happy with what you contract.
And don’t forget the less obvious elements, a conference office or space for you to hide when you need to be planning the next item on the agenda or rejigging the gala dinner seating plan, storage space for the boxes you need to unpack and keep safe.
Another obvious is the budget needs to work but let’s delve a little deeper.
Budget
Just a quick couple of notes on the budget front.
Budget
Inevitably you’re going to be looking at day delegate rates, 24hour delegate rates, dinner package rates, or a happy mix of all of the above.
First of all, study what the package rates include, makes sure you’re comparing like with like across your shortlist of venue options. Also look at this objectively, not just a quick scan to check that you’ve got your morning and afternoon breaks and lunch included but what is actually included?
If your delegates are more used to an assortment of healthy and naughty snacks at their breaks and the venue just includes cake or biscuits, you may find you need to include add-ons that will increase your budget.
If you’re happy with cake then it’s worth checking if the venue provides just one slice per delegate, and, yes, I am serious, this has happened!
Is it possible to cover all your groups dietary requirements without having a specific “plate” for your gluten free friend, your dairy allergic pal or your vegan best mate?
Are your delegates used to artisan coffees rather than just filter coffee? Again, this could incur extra costs. (At one client run meeting where I was not on-site, the hotel served filter coffee within the delegate rate but placed coffee machines nearby which the delegates jumped on, the client had no idea that with each coffee being made there was a ker-ching ker-ching moment quietly ticking away in the background, until, that is, the final invoice was presented … I did manage to negotiate that little lot off the final bill for the client, but just a word of caution from experience.)
Are beverages included? Check if cold drinks are included at refreshment breaks and lunch, not everyone wants a coffee or cup of tea. And check house wine costs just as an entry level guide as this could add more or less than expected to the cost of a group dinner.
Check the function space access time, does that give you what you need for your agenda?
Do you need to hold any function space overnight without having a use for the space overnight? You may need to pay an overnight hold fee or find that the venue have allocated the space for a private dinner for another group.
Location, location, location
Location, location, location
It’s not just about where to hold your event, whether that’s rotating the location of your annual event so that the event is close to different regional offices each year, or half way between two offices, it’s also about the “how”!
How are your delegates travelling? This will help define priorities. What transport options are required?
Direct international flights from various destinations? Don’t rule out the smaller regional airports (Bournemouth Airport is only about 25/30minutes from Chewton Glen) especially if there’s a small number of delegates needing to fly*
Major rail links?
Proximity to main road networks, motorways? Complimentary car parking on-site?**
*Check the basics, do flights arrive and depart at times to suit your agenda? Can you start the event slightly later to accommodate morning flights rather than incur shoulder night accommodation?
**Some hotels, even when surrounded by what looks like their own car park, don’t own the space and will need to charge for parking.
If your event is a one night conference then you may be more restricted to travel times and distances but if your event is a longer duration then is it worth considering a slightly further afield venue that could offer more in terms of value for money, options on-site, etc.
Dates, diaries and schedules
Dates
Not only is time a premium in most corporate calendars, which will no doubt dictate the actual dates or date window for your event, but it’s also important to check the dates in the locations where delegates are travelling from as well as the location for the event.
City-wide conventions will compress rates and you will find that hotel accommodation will be at a premium albeit their meeting space may be readily available (this is a big point to be aware of in the States in particular).
Checklist:
- School holidays
- Religious festivals
- Bank Holidays
- Major sporting events (World Cup events in all sports, Tour de France, Royal Ascot, Formula One events, Wimbledon, major golf tournaments, etc)
- Weather (both general temperatures especially when these could be extreme in the height of summer or depths of winter, but also check for tornado and hurricane seasons in the States in particular)
It’s also worth noting that some locations weekends are not Saturday & Sunday!
This will help with both delegate uptake, ability to attend and venue availability and costs in your chosen location.
If you’re holding a non-residential event, perhaps just a one-day meeting then consider the fact that most venues quietest days for events are Mondays and Fridays. Equally this is worth considering when organising site visits as you will probably be able to see more of the venue on either of these days.
Don’t forget set up and break down time if you need it. Venues will book events in back-to-back; you don’t want to be still emptying the conference office, packing up the printers and spare paper with another event crew queuing up outside!
Site Visits
(No that's not my dog ;o)
Site Visits
See everything, full stop!!
Whether it’s an area of the hotel or venue that you have allocated to your event or not, you never know what’s around the corner; those additional, last minute smaller regional one hour team meetings, the delegate who asks if his family can accompany him and needs childcare (some hotels such as Fairmont Windsor have small creches you can hire).
Have a thorough look at the venues website before you visit, check their menus online, floor plans if available (or just ask for them in advance), gym, pool, leisure offerings and write a list of points to check. What time does the gym and pool open, can these be available to suit your agenda and delegates needs if their standard offering may not work for your event?
Before the site visit (especially if you’re travelling to the location for a one-off visit) check what potential off-site options may be local. Even if everything is to be held under one roof, is there is an amazing location nearby for that special gala dinner option that would warrant a brief transfer? Venues like the Sky Garden have amazing views across London and could be a stunning addition to the delegate experience.
It’s just something else to bring to the party and create an experience for your delegates, not just a conference.
Not Quite a Lightbulb Moment
A couple of extra thoughts
Balconies, terraces, patios.
- Are there any cut off times after which delegates must move indoors, can you reserve bedrooms adjacent to these areas for your group to extend any timing issues?
- Does the use of any of these areas, especially balconies and out door terrace space in major cities, require any security which could increase costs?
- And are these outdoor areas non-smoking areas, and/or are there any catering restrictions in these areas, ie, plastic glassware only, etc?
Forget what the hotel or venue recommends (to a degree of course) but how could you use the venue? Is there a feature in the hotels grounds you could use as a backdrop for a drink’s reception? Could you bring anything in to enhance the offering, ie, mobile gin bar, converted horse trailer outside bar, stretch marquee, market stall catering?
Seriously Sustainable
A bit of a serious note
Where is the nearest A&E department? Personally, I’ve never needed to use this information but it’s seriously worth having in the back of your mind. Does the venue have first aid (do you have first aid with you) and a defib!
Sustainability
What are the venues sustainability credentials? All venues now should either have that on their website or as a pdf they can email over to you.
These days sustainability ranges from venues being near self-sufficient, farm to fork, etc like Heckfield Place to elements that you can request that may not seem obvious.
Clearly some buffet items will need to be removed after each break, for obvious reasons, but there is no reason not to ask the venue to leave items (that, let’s face it, you’ve paid for) out for delegates to graze on, especially for the smaller meetings, such as a fruit bowl, anything sealed such as biscuits, could the venue cover some items to keep them available and fresh for that bit longer and place them in the meeting room?
Table centres and flowers. Historically a disposable item on the final invoice, but do they have to be? Flowers will stay fresh from one day to the next so why not reuse these within the event. Last night’s table centres could be the following days poseur table centres during refreshment breaks or displayed during lunch.
The Three R's
Roadworks, renovations and refurbishments!
The three R’s
Roadworks, renovations, refurbishments! Check, double check, and triple check! I once got within 100m of a venue’s driveway to have to do a 30minute detour because of roadworks … it was for a solo site visit but all the same!
From a contract point of view, make sure there is a renovations and refurbishment clause included and always ask the question!
So, there’s my brain dump for now. I may come back and revise these notes as I’m bound to think of more ditties to add so watch this space ;o))
And, of course, there’s always the option to ask an agent to do the work for you and support you from the get go.
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