Definition:
A venue is a location in which an activity will take place. Selecting, reserving and paying for a venue is an important part of the event planning process.
- What it is: Selection of a venue is based on determining the needs of the event, the capabilities of the venue, and the resources available for the planning committee to pay for the venue. A venue is the location and or facility that the event will be held at.
- What does it do: the selection of a venue process provides a structured way to assure that the event will have adequate resources to meet the objectives defined by the event planning committee.
Uses:
Use the Venue selection process to find a location for any event.
- How is it used: A simple process to be sure that the selected venue will meet the objectives of the planning committee.
- Where: It is used in planning for fundraising events, business or organization meetings, celebrations, promotions, races, public relations events, etc.
- Why: To be sure the event is successful and meets the desired outcomes.
Limitations:
- Where it shouldn't be used: When a standard venue has been used historically and is an intimate part of the event itself (Boston Marathon, Stadium of Fire, Indianapolis Five Hundred, Kentucky Derby, Masters Golf tournament, Macy's Thanksgiving Day Parade, General Conference, etc.)
- Any restrictions: None
- Warnings: Don't assume that because an event was held in a venue last year that the same venue will meet the needs of this year's event. It is better to have a venue that is too large than to have a venue that is too small.
Demonstrations:
Tips for Choosing The Perfect Meeting Venue
Step-by-step proces
- Defining the objectives of the event: First, you need to have the objectives of the event clearly defined.
- What venue characteristics are necessary to meet the event objectives?:
- How many people will the event need to host
- How much space will each participant need (standing room, sitting room, room to be active, etc.)
- Can the event be outdoors, does it need to be covered, does it need to be indoors
- What amenities does the venue need to have available (food, restrooms, security, etc.)
- How important is location and proximity to the desired population (e. g. does it need to be near campus?)
- What, if any, ambiance is necessary to meet the objectives of the event (museum, art gallery, golf course, etc.)
- How will you compensate for the venue?
- Can you reserve a park from the city for little or no charge
- Can you have a club or organization on campus reserve a space on campus without charge
- Can you find a restaurant, conference center, community center, etc, that you may be able to offer publicity or access to a customer for them as part of the event to reduce or eliminate compensation
- What resources does the event planning committee have available to pay for a venue
- Compare the alternative venues for the factors above to choose the optimum available venue
- You can create a prioritization table including each of the criteria selected above.
- Determine the minimum levels required for each criterion
- Exclude any venue that does not meet a minimum required criteria
- Provide a score for each criterion for the remaining venues
- Add the scores to find the optimum venue.
Template for capturing data:
Venue Selection Template: Venue Selection Template.xlsx
RGS Venue Selection Guide (very Detailed)
Output representation and recommendations:
The prioritization template above is a great output representation to show the relative value of each venue option.
Examples:
Venue Selection Checklist: Venue Selection Checklist
Additional resources:
10 Things to Consider When Choosing Your Event Venue
Event Education, Event Venue Selection
An Event Planner's Guide to Venue Planning
