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So you're planning an event!
You know the what, the when, and the who. But the where is a little more tricky.
With so many options, how do you choose?
What Are The Venue Must-Haves For A Successful Event?
Start by making a list of must-haves (necessity) vs. like-to-haves (optional).
You should consider:
Activities — games, presentations, yoga, dancing, dining, mingling, etc.
Equipment and/or services — tables, chairs, catering, lighting, PA system, whiteboard, pool, ramp, etc.
Size — small vs. large, modest vs. extravagant, family BBQ vs. corporate, conference vs. music festival
Focus! A lot of like-to-haves on the list can distract you.
Quiz
Jane is planning a 2 hour CPR training session for 15 new staff members. Which of these would be a must-have for the event venue?
This kind of event requires open floor space so participants can practice CPR. The event activities determine the must-haves for the event to be a success.
How Much Space Will You Need?
Match the venue capacity to the event activities.
Consider:
The number of participants
The amount of space needed for activities
Use this rule of thumb to calculate the space you need:
Popular venue types:
Small events: restaurants, bars, sports clubs, small office, backyard deck, community centers
Large event: stadiums, arenas, conference/business centers, hotels, parks
Quiz
You're planning a cocktail hour for 50 people, who will all be standing. How big should your event space be?
Multiply 50 (people) by 6 (square feet) to calculate the size because it's a standing event. Use 8 square feet for a seated event.
Did you know?
Do You Even Need A Venue?
Why not host your event virtually?
Whether it's a cooking class, yoga session, business meeting, or marketing event, there are creative ways to adapt your event to a virtual platform.
The essentials for a virtual event venue are:
a computer with a mic and webcam
reliable internet
A virtual event technology tool such as virtual event websites, event registration technology, video conferencing platforms, event apps, live-streaming software, digital video equipment, webinar platforms, event marketing software, etc.
Did you know?
Take Action
Follow these basics to get your event venue search going:
This Byte has been authored by
Anna-Kay Dunkley
Educator / Planning and Projects Enthusiast