When planning for a corporate event, community gathering, or other important occasion, choosing a venue is one of the first and most crucial steps in the process. Your venue sets the tone for the entire event. It also influences nearly every aspect of logistics, from coordinating with vendors to arranging accommodations for participants.
From trendy loft spaces, to indoor and outdoor amphitheaters, to major convention centers, there are event venues to accommodate any set of requirements. But with so many options, finding the perfect venue to host your event can feel overwhelming at first.
In this guide, we’ll walk you through how to find a venue for your event, with step-by-step advice and tips for success.
Not every venue will be equipped to handle your event. It’s important to consider the following factors when searching for your venue:
Ideally, you want your venue to be convenient for your talent and your guests. If people are coming from out of town, consider a venue in close proximity to public transit, airports, or major highways. You should also research whether there are comfortable hotels or private rentals available within easy distance to your venue.
Is there enough parking or will you need to organize valet or shuttle services for your guests? You also need to make sure guests with disabilities or mobility concerns are able to access the area.
The look and feel of your venue can make or break the audience experience. Hosting an upscale fundraiser? Look for an elegant ballroom space or a venue with outdoor seating for an elevated feel. Planning to host panel discussions at a large sales meeting? You’ll want to find a venue with a sleek, modern look that’s geared up for a more complex AV setup.
Let your intuition and big-picture vision guide you as you search for the perfect venue.
Choosing the perfect venue requires some research. Rather than picking the first one that shows up on google, make a shortlist of the ones you like and reach out to all of them for a consultation.
You should make it a point to visit any venue you consider. After all, pictures on social media can be deceiving. Schedule site visits as early as possible to keep your options open.
As you weigh your options, ask thoughtful, targeted questions. There are no stupid questions. You know what your goals and concerns are, and you need to get as much information as possible so you can choose a space that aligns with your purpose, brand, and logistical needs.
Here’s a list of some key questions to ask as you conduct site visits:
Imagine you’ve found the perfect venue for your event and you’ve finalized your contract, only to then learn that the location doesn’t have the infrastructure or bandwidth to handle your AV design.
It’s important to coordinate with your preferred vendors when choosing a venue so you don’t have to suddenly find replacements late in the process.
Before you sign a contract, you need to review it thoroughly. Make sure it includes:
A well-written contract protects you, the venue, and your vendors. It’s often worthwhile to have an attorney review the contract with you to ensure you’re not missing any glaring concerns.
When it comes to large-scale or complex corporate events, it’s a good idea to book your venue at least 6-12 months before the event. This gives you time to make other arrangements, finalize all the important details, coordinate with vendors, and complete walkthroughs and rehearsals.
No matter how carefully and thoughtfully you plan, unexpected setbacks can happen. From extreme weather, to power outages, to miscommunications, unforeseen challenges can undermine your event before it even starts.
It’s crucial to have a contingency plan in case your venue falls through. Try to identify at least one possible backup venue and have plans in place to deal with potential challenges. For example, if your outdoor location suffers from an unexpected cold spell, make sure you can access tents and space heaters to accommodate your guests.
Technical setups are highly impacted by the venue you choose. That’s why you need to work with an AV provider that can accommodate your needs and work with your venue effectively.
At Catalyst, our team of expert designers and technicians can deliver show-stopping AV services in venues of all sizes, types, and layouts.
Contact us today to discuss your goals and schedule a free consultation. We can’t wait to meet you!
When planning for a corporate event, community gathering, or other important occasion, choosing a venue is one of the first and most crucial steps in the process. Your venue sets the tone for the entire event. It also influences nearly every aspect of logistics, from coordinating with vendors to arranging accommodations for participants.
From trendy loft spaces, to indoor and outdoor amphitheaters, to major convention centers, there are event venues to accommodate any set of requirements. But with so many options, finding the perfect venue to host your event can feel overwhelming at first.
In this guide, we’ll walk you through how to find a venue for your event, with step-by-step advice and tips for success.
Not every venue will be equipped to handle your event. It’s important to consider the following factors when searching for your venue:
Ideally, you want your venue to be convenient for your talent and your guests. If people are coming from out of town, consider a venue in close proximity to public transit, airports, or major highways. You should also research whether there are comfortable hotels or private rentals available within easy distance to your venue.
Is there enough parking or will you need to organize valet or shuttle services for your guests? You also need to make sure guests with disabilities or mobility concerns are able to access the area.
The look and feel of your venue can make or break the audience experience. Hosting an upscale fundraiser? Look for an elegant ballroom space or a venue with outdoor seating for an elevated feel. Planning to host panel discussions at a large sales meeting? You’ll want to find a venue with a sleek, modern look that’s geared up for a more complex AV setup.
Let your intuition and big-picture vision guide you as you search for the perfect venue.
Choosing the perfect venue requires some research. Rather than picking the first one that shows up on google, make a shortlist of the ones you like and reach out to all of them for a consultation.
You should make it a point to visit any venue you consider. After all, pictures on social media can be deceiving. Schedule site visits as early as possible to keep your options open.
As you weigh your options, ask thoughtful, targeted questions. There are no stupid questions. You know what your goals and concerns are, and you need to get as much information as possible so you can choose a space that aligns with your purpose, brand, and logistical needs.
Here’s a list of some key questions to ask as you conduct site visits:
Imagine you’ve found the perfect venue for your event and you’ve finalized your contract, only to then learn that the location doesn’t have the infrastructure or bandwidth to handle your AV design.
It’s important to coordinate with your preferred vendors when choosing a venue so you don’t have to suddenly find replacements late in the process.
Before you sign a contract, you need to review it thoroughly. Make sure it includes:
A well-written contract protects you, the venue, and your vendors. It’s often worthwhile to have an attorney review the contract with you to ensure you’re not missing any glaring concerns.
When it comes to large-scale or complex corporate events, it’s a good idea to book your venue at least 6-12 months before the event. This gives you time to make other arrangements, finalize all the important details, coordinate with vendors, and complete walkthroughs and rehearsals.
No matter how carefully and thoughtfully you plan, unexpected setbacks can happen. From extreme weather, to power outages, to miscommunications, unforeseen challenges can undermine your event before it even starts.
It’s crucial to have a contingency plan in case your venue falls through. Try to identify at least one possible backup venue and have plans in place to deal with potential challenges. For example, if your outdoor location suffers from an unexpected cold spell, make sure you can access tents and space heaters to accommodate your guests.
Technical setups are highly impacted by the venue you choose. That’s why you need to work with an AV provider that can accommodate your needs and work with your venue effectively.
At Catalyst, our team of expert designers and technicians can deliver show-stopping AV services in venues of all sizes, types, and layouts.
Contact us today to discuss your goals and schedule a free consultation. We can’t wait to meet you!
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.
We work events both nationally and internationally. No matter where you are, Catalyst can come to you.
(818) 818-6117
info@thecatalystcompanies.com