Once you’ve picked a venue for your event, making sure it’s set up properly can be tricky. You want to make sure you’ve covered all of your bases, haven’t overlooked any accessibility issues, and have successfully curated a space that enables your event to be as successful as possible. Many of these aspects will depend on the venue you’ve chosen, but you can turn almost any venue into a workable space if you keep the following details in mind.
Obviously cost is an issue for any event planner. Paying more for a unique space or a venue in a premium location may be worth it depending on your event, but make sure you’ve picked a venue that doesn’t break your budget. The more you spend on the venue, the less you’ll have for entertainment ,food and drink, AV accommodations, transportation, gift bags, etc. Some venues such as hotels and conference centers include a catering or AV package which could end up a better option for your event.
Make sure you go over any legal issues or contracts with a fine-tooth comb before you start planning your event. You’ll want to read over each rental agreement very carefully and pinpoint any areas of concern such as cancellation conditions, terms and duration, construction supervision, noise ordinances, or any other criteria that could potentially affect your event.
On-Site Sales or Registration
If you’ll be selling tickets or allowing registrations at your venue the day of the event, make sure you’re set up to handle all that foot traffic! You’ll want to have a sufficient number of tables, desks, or registration kiosks to adequately handle your walkup sales or registrations so that your attendees who didn’t pay ahead aren’t stuck waiting in line for an hour. The number of registration or walkup sale stations depends on your expected volume of foot traffic, so dig into the data of your last event or events of a similar scope and choose this number wisely.
Ideally, your new registrations or walkup ticket sales will be done in a separate line area than your check-in area for customers who pre-purchased or registered ahead of time online. Make sure you also indicate check-in areas vs. walkup registration areas using signs and directions in your printed program as well as your mobile app.
WiFi, power, and event tech
Easily accessible and reliable WiFi is the number one amenity event attendees crave. Second to this is a reliable way to charge their phones and tablets. Make sure the WiFi network for your venue has been set up and tested for reliability and speed ahead of time. You’ll also want to walk through the venue and take note of the number and location of power outlets.
If there isn’t enough power to go around, consider adding charging stations to your venue. From large, eye catching charging tables, sleek tabletop options, charging lockers, and more, InCharged has you covered. Click here to browse our full line of charging products to find the best option for your event space.
First and foremost, you want to make sure that your venue is accessible to all attendees. This is important when choosing a venue in the first place, but the way you set up your event floorplan can also affect how accessible your event truly will be. Consider holding certain sections of seating for patrons needing accessible seats, or tables close to the handicap accessible entrance to your venue so that they don’t need to travel across your entire venue to locate their seats.
In addition, make sure the venue is accessible to you well before your event. If you only have 3 hours to set up your entire event before the doors open, there’s a significant chance something will be overlooked.
Food and Beverage
If you’ve chosen a venue that includes catering or has food and drink stations included, you may not need to worry about the location and accessibility of food and drink. Depending on the size of your event, you’ll want to consider separate stalls for food and drink to help the lines move quicker. Food and drink prices should be clearly displayed and, if you offer any coupons or food vouchers, have signs indicating where those vouchers can be redeemed.
There are also secondary considerations to go along with food and drink such as accessibility to water, bathrooms, and adequate trash and recycling receptacles. Make sure there are enough water stations or functioning water fountains depending on the number of attendees and the general climate of your venue. You’ll also want to make sure that all bathroom facilities are easily accessible, clean, and stocked full of toilet paper and other toiletries.
There are plenty of other amenities you may want to spot check for your event such as sound and lighting equipment, lodging accommodations, and staff training, but these vary wildly depending on the type and scope of your event.