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8 Keys to Picking the Perfect Venue

Updated: Sep 25, 2019

You’ve got a lot on your plate when organizing a meeting or event. What color scheme will you go with? What will the invites look like? What type of food will you feature? But before you consider all that, you need to start by finding the perfect venue. But how do you decide when there are so many options to choose from? We’ve created 8 great points to help you simplify your search and make picking the perfect venue easier than ever. You won’t forget a thing!

i-City Convention Centre

1) Estimate your budget

Most Event planners have an idea of what their budget will be. Knowing your financial limitations will help you narrow the scope of the search, making it easier to include or exclude certain venues or locations. If you’re not quite sure of your budget yet, consult the internet and research what an event similar to yours usually consists of and the estimated cost. With i-City Convention Centre , you can use our website to book venues instantly with a closed budget – you’ll see your budget change in real-time!

2) Define your must-haves & flexible points

There are some things your event simply cannot go without. For a conference, you’d need podiums, projectors, and screens. For an automotive event, you’d need large rooms capable of fitting cars, nearby carwashes, and highway access. And food specifications are critical at every event. Write down a list of “must-haves”; these are all the things you absolutely need for your event run smoothly and be a success. However, make another “wish list” that includes more flexible items that aren’t an absolute necessity. You may be surprised on how accommodating some venues can be in helping you get everything you wish for!

3) Know your guest list

No, you don’t need to know everything about each person attending your event. However, it’s a good idea to do a little research about the type of people who might attend your event (or have attended it in the past). Having inside information about the type of guest and number of guests will help you pick a venue with the right style and atmosphere, as well as the right size to fit the expected number of attendees. Make sure to check about annexes, in case a venue doesn’t seem big enough to hold all guests.

4) Keep in mind the event date

Do you have a date in mind for your event? Some meetings and events will coincide with other events or depend on external factors. If your event date is more flexible, there a few things you should keep in mind. Consider when other similar or competing events are taking place, so you can avoid any conflict for potential attendees. Check if there are any local festivals or events that might disrupt your event (or as a plus, be an even bigger draw for attendees). And don’t forget to factor in the weather: if it’s cold, you may want solutions like outdoor heating and fireplaces, whereas in warm weather you’ll need fans, air conditioning, and misting machines.

5) Familiarize yourself with the desired location

Besides attending your event, travelers might want to explore the chosen location. You need to familiarize yourself with the city to see if it’s the right pick for your specific event and your specific attendee. Is the culture welcoming? What do the locals think about your industry, brand, etc.? Are there any cultural events or activities that guests can check out? What are the transportation options? Is the venue’s location convenient and accessible? These are all great things to keep in mind. When working with your event planner ask about the option of creating a free Customized Group Website for your meeting or event, which will help attendees book rooms and inform them about important information (schedules, documents, transport, etc.)

6) Learn the venue’s specifications

It’s hard to find the perfect venue, but it’s easier when you keep track of the venue’s specifications. Find out how many attendees it can hold, types and styles of meeting rooms, technical capabilities, audiovisual materials, parking availability, number of bedrooms, dining options, catering offerings, and anything else you can think of. It helps if you make a list in advance, so you don’t forget to check each single thing. Cross-reference the venue’s specifications with your “must-have” list. i-City Convention Centre will goes the extra mile in this category with our Meeting Planner tools, which helps you plan by giving you the venue’s dimensions, different layouts and perspectives, various table/chair options, and so much more!

i-City Convention Centre

7) View your potential venues

Have a list of potential venues and visit each one of them, if possible. This is where you’ll get to know the feel of the venue, see it in person, and truly discover whether it’s the right fit for your meeting or event. Obviously, it’s easier said than done to view each venue in-person. If a face-to-face visit isn’t possible, schedule a phone call or video call with the venue’s representative so that you can learn more about the venue and ask any questions you may still have. With i-City Convention Centre, we’re always available for a visit, simply schedule an appointment.

8) Research the booking process

The final step in the planning process is actually something you should begin to think about as you narrow down your list of potential venues. Customer service and the booking process could mean the difference between choosing one venue over another. With everything that’s going on during the planning process, you need a venue that’s easy to book and a venue representative that’s always there to help when you have doubts or problems.

With these 8 key points, you’ll be able to pick the perfect venue for your upcoming meeting or event. When choosing an i-City Convention Centre, we are happy to provide you with detailed checklists to help you cover every little detail. Save time and ensure a perfect event!

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