Choosing event venue, that’s how you do it!

Choosing the right event venue is no easy task. That destination is a defining part of the atmosphere of your meeting, party or event. And thus for the experience of your guests. The event venue is not only a physical space, it is also about accessibility, accessibility, appearance and facilities. In this blog post we share our best tips and insights to help you choose an event venue.

Accessibility and accessibility

First things first. No event without participants. So before we start thinking about a location, of course we first map out the target group. We advise you to properly ascertain the origin and mode of transportation of the invitees. Are they local or international? For international guests, a location near an airport is ideal. But it is also smart for local participants to choose a location close to office locations.

Remember that when choosing an event venue, we all have a responsibility to the environment as well. For example, you can encourage the use of public transportation by choosing a venue that fits in well with this . Also read our blog post on sustainable event organizing.

Here are a few points to keep in mind:

1. Origin of guests: how do they arrive at the venue?
2. Public transportation: is the location easily accessible by train or bus, by bicycle or on foot? This can also contribute to your eco-friendly image!
3. Arrange an event venue near a flight port when the event is for foreign guests.
4. Parking: is there enough (preferably free) space for those coming by car?
5. Organized transport: consider shuttles or buses for internal events. You kill two birds with one stone: participants do not have to drive themselves and get home safely and the atmosphere is already there before the party has really started.

Capacity and space layout

When choosing an event venue, it is crucial to know exactly how much space you need. Guessing is never a good idea! So don’t make assumptions, but get a floor plan to scale and draw in all parts of the event. The stage, the chairs, tables, the catering setup, everything. There are rules of thumb for how much space you need per person, depending on the setting. For example, people sitting need more space than people standing. At a walking dinner, again, you need more space for the same number of people than at a party. Apart from this “measuring is knowing strategy,” it’s also a matter of what you want to achieve. For example, during a short reception you could use a smaller space so that there is some excitement arises; the feeling of ‘we’re in this together’. Then the guests can move to a larger room for the remainder of the program. In short: you can play around with spaces quite a bit to give the event shape and a certain dynamic. As long as it always has a functional and logical layout for a smooth flow during the event. This is, not least, also important with regard to crowd management and safety.

Amenities and facilities

These are different everywhere, and that’s a good thing! The basics are pretty much the same; a location has a roof (unless it is outside), and there is water (or at least connection). Other than that every event is unique and requires specific facilities. So the location does not determine what is needed, the event does. You first look at what type of event it is, what is needed for it, and which location best suits it in terms of atmosphere and facilities.

We like and often work with our regular partners for services and facilities such as catering and technology, but sometimes a venue has its own vendors. If so, we engage with them and bring additional guidance from our team for specific expertise.

From black box or church to circus tent or theater

When hosting a gala, look for a venue with grandeur, such as a theater or a church. Something classic. For a cool staff party for a young target group, you are more likely to look for a location that you can transform into a festival ground or a nightclub-like atmosphere, with lots of use of technology. So the location determines a lot, but – fortunately – not everything. We are able to create magic in almost all cases, but we must also be honest: in a neutral space you can create a lot of different atmospheres, but a location with a strong character of its own is more difficult to transform. You can transform a black box into a circus tent, but turning a circus tent into a classic gala setting is more challenging. It may also be that your concept calls for a very specific atmosphere or setting, such as a round room. Then that is leading in the choice of location and we do not arrive with a square venue.

The atmosphere of a venue has a huge impact on the overall experience of your participants. We recommend choosing a venue that naturally fits the look and feel you want to create. Feel like sparring about your next event? We’d love to think with you!

What does such a venue actually cost?

From experience we can say that 99% of event venues in the Netherlands communicate their prices clearly. Then we are talking about these standard items:

1. Location rental
2. Personnel costs
3. Cleaning fee
4. Waste disposal
5. Any additional amenities and facilities (scenery, additional restrooms, technology, etc.)

Hidden costs are rare, but, and here it comes: do realize that anything you want extra or different will affect the price! Change your along the way the setup, or if you want the walking dinner to be a seated dinner after all, it may cost more. Even if the event is allowed to go on for an extra hour, that will have to be paid for. That is why we discuss all our wishes with our clients, know exactly what they want, what budget they need and make a realistic overview of the costs. No surprises!