1. Get a head start
Well begun is half done. Start planning early so that you have a choice. Pick some good spots according to your requirement. Then see what are the extra facilities they are providing. Keep your budget in mind. Checkout the space available as per your invitees list. Decide if you want it in the market area or a resort. Check with the organizers the list of equipment required by you. You can also check the photographs of the previous event.
2. Location
The first thing to be considered is the location. Whether you want your event to be in the heart of the city or a bit away. This decision depends on the type of products you want to exhibit. If you have high end products with limited invitees or audience, you can go a little aloof and put up in remote areas. If you want to attract a crowd, it should be centrally located. Sometimes, at a centrally located place, you don’t get serious buyers. Since it does not take any extra effort to reach there.
3. Space
You should keep in mind the number of invitees. Make sure you accommodate all your guests. You can also allocate time slots. There should be enough space for free movement of people. The guests should not be scattered all over either. They should fit comfortably. Also be clear about the entry and exit points. The refreshment or food court should be a little out of way.
4. Comfort
Before getting the booking done, make sure to check the air conditioning of that place. If the guests feel too hot or too cold, they will fail to concentrate on your exhibition. The discomfort caused will force them to leave. Physical comfort is a priority. Here physical experience also means accessing the venue. Checkout the bottlenecks in parking, access to the hall, lift’s location, lift’s capacity and the location of food counter. The venue must be well linked and easy to commute. The venue should have an emergency facility for fire exit and accident.
5. Reputation
The image of the venue is now your goodwill. Your name is now associated with him. Sometimes people get confused between the venue owner and the event manager. Make sure all arrangements are done in time to give a good and everlasting impression. The venue should match the event. Certain arrangements need a follow up, its not that you have instructed and the baby is theirs. After all its your exhibition. The exhibitors, attendees and sponsors want to get the most out of their investment, Investment both in terms of money and time.
6. Keep a list handy
You have to specify your requirements. Every event has a different agenda. Make sure your specifications are clear. Kindly specify in your list if you want a projector, lights, music system, number of chairs and tables. Any other equipment required should be clearly mentioned while booking the venue. Don’t forget the stationery. Some events also require cutlery. Try to take a floor plan from the manager to organize things better. Make sure that they have enough power supply to support your gadgets. Also check the power backup.
7. Budget
According to some, this should be the first point. Budget is the main factor to finalize a venue. If you please to go with me, I would say, no doubt money is important but you cannot ignore the facilities and benefits listed above. Do not compromise on the basic amenities. Even if you try to outsource a few things like projector, you would not count some hidden costs and will land up paying the same. Inquire about the extra cost if your event gets delayed.
