Your event could make or break your business. It’s important that you have everything you need, where you need it, and when you need it. Conducting a proper site survey prior to the event is essential to your success. The following are ten things that you need to take a look at, prior to choosing a venue for the occasion.
Does the venue have the capacity to accommodate all the individuals who will attend your event? Remember to take seating arrangements into consideration. Will you run chairs around the room? Will buffet tables line the room? Will individuals actually sit at the tables? Take measurements of the area to be sure that you will have enough space for tables, chairs, and anything else that will be set up in the room. Be sure to include plenty of room to walk between rows of tables or chairs, as well as plenty of elbow room between seats.
Something else to keep in mind when looking at the space of the venue is that you will need an area for your equipment. Staging and projection are essential to your presentation, and you should include measurements for those as well.
Depending on the type and amount of equipment that you use, you may need special accommodations when it comes to electricity. Will the venue be able to support the amount of outlets you will need? What about the type of power receptacles you need? If you are producing a simple breakout session, there is a good chance that the venue can handle your electrical needs. However, if your event will rival a Pink Floyd spectacular, special arrangements will need to be made to ensure your audience isn’t left in the dark.
When you load your equipment in and out of the venue, will you have the right accessibility? Is there a dock where you can easily and carefully transport heavy equipment? Are the doors big enough for your staff to safely get everything into the venue? You will also need to make sure there will be someone at the venue at the time that you arrive to set up in order to have access to the building.
Internet access is a big factor that most attendees will expect. Not just any Internet, but Wi-Fi. Not only will those attendees tap the connection for personal use, they will more than likely build awareness for your business through social media while they are at the event. You can even create interactive presentations with your audience through a Wi-Fi connection.
Your event may be held at a large hotel, which could provide lodging for some of your guests. The truth is that if it is a large enough event in a popular enough city, you will need additional hotels that are near the location of the event. This ensures that every one of your attendees has a place to stay while they are in town. Check to see how many other hotels or other lodging possibilities are in the area.