What you need to know when renting a venue for the event
There are many important factors to consider when renting a venue for an event: type of event, budget, location and decor. The choice of venue is the decision that will have the greatest impact on the event. As soon as there is an idea of the budget, the number of participants and the type of event, you should start looking for a suitable place.
So, you started looking for where to rent a room for an event and, first of all, you should pay special attention to the interior inside the room, what architectural style you need for the venue. The less the atmosphere of the hall will correspond to the desired sensation from the event, the more design decisions will have to be made. But in addition to the appearance of the room, it is also important to consider the services and amenities offered by the venue.
Accessibility refers to the fact that everyone, especially those with special needs, can access the building and its facilities.Often, when novice event planners check out a venue for an event, they forget to provide for guests of all ages. So, if children and mothers of children take part in the event, then it is necessary to check the toilets and provide places for changing. For older guests should choose the halls, the path to which leads through the minimum number of stairs. The presence of an elevator in any case will be a significant plus. You should also check whether there is parking near the hall or parking spaces that event visitors can use.
Room and equipment
Think about the traffic flow to the hall. Which areas will have the highest traffic at the event? Of course, the door of the hall. If the event is designed for a large number of people, then you should choose a room with wide aisles. Also, if the event involves the presentation of speakers, then you need a stage or place that will replace it. In some places there is a built-in audio-visual equipment, otherwise this aspect will have to be taken over by the event organizers.
The low ceiling will provide comfort to the hall, but it will also make it louder, causing difficulties in communication, as visitors will have to strain their ears and voice.A large warehouse-style hall will lead to the formation of reverberation, in simple terms, echoes and echoes. Poor acoustics can be corrected by using acoustic clouds or awnings, as well as using an outdoor patio.
Kitchen and Nutrition
Is there a kitchen in the venue and can it provide food for your event? Those halls that do not have kitchen facilities may have partnerships with a food supplier, including exclusive ones. If there is no possibility to book a place where they serve food that guests will enjoy, it will be better to choose a place that will attract external food suppliers. A separate question to check is a license for alcohol.
What other simple questions should be asked to the manager, who deals with renting out the hall for your event?
- What staffing is included in the rental place?
- What internet connection options are available for guests?
- Are there hidden costs, such as maintenance fees, remuneration, cleaning fees, or overtime payments?
- What is the policy regarding recent changes or cancellations due to unforeseen events?