Planning an event can be a daunting task, but finding the perfect venue can be the key to success. It’s important to keep your team's needs in mind and ask the right questions to ensure a memorable experience.
Here are 10 questions you should ask your potential event venue to make sure it's the right fit for your team:
1. Can you tell us a little bit about the capacity of the venue? How many people can it comfortably accommodate?
Did you know capacity is one of the top five criteria when beginning to plan for a venue. However, your event numbers can vary vastly depending on the type of event, so it’s important to know the maximum capacity of the venue to make sure everyone is comfortable.
2. What amenities are included in the venue rental?
Amenities can make a big difference when it comes to the overall experience. Be sure to inquire about things like furniture, AV equipment, and any other amenities that can enhance the experience.
3. Does the venue have the necessary audio/visual equipment?
Most event planners prioritize audio and visual capabilities when selecting a venue. Make sure to ask about any necessary equipment, including microphones, projectors, and screens.
4. Does the venue offer catering services?
Food can make or break an event, so it’s important to know if the venue offers catering services or if you need to bring in outside vendors. According to a survey by survey by OnePoll, if your event food is sub-par, yoru team will remove and won't want to come back.
5. Is the venue wheelchair-accessible?
Accessibility is a crucial factor when it comes to selecting a venue. According to the CDC, approximately 26% of adults in the US have some type of disability, so it’s important to ensure that everyone can access and enjoy the event.
6. Is the wifi fast and reliable?
Fast and reliable wifi is essential for any modern event, as attendees often need to stay connected for work or personal reasons. If you're presenting a big company update, you don't want any lags, or have multiple guests connecting to the network, they won't want to experience those lags either.
6. Are there any restrictions on what types of activities can be held at the venue?
It’s important to make sure that the venue can accommodate your planned activities, whether it’s team-building exercises, games, or any other type of event. Be sure to ask about any restrictions or limitations upfront.
7. Are there any additional costs associated with the venue?
Be sure to ask about any additional costs associated with the venue, such as cleaning fees or parking costs. This will help you budget accordingly and avoid any unexpected expenses.
8. Does the venue offer a total or partial buy-out?
If you’re looking for an exclusive experience for your team, ask about a total or partial buy-out. This can give your team a private space to connect and collaborate without any distractions.
9. Is the venue available on the dates you’re looking for?
Last but not least, make sure to ask about the venue’s availability on the dates you’re planning your event. It’s always a good idea to have a few backup options in case your first choice isn’t available.