Event Planning 101: What to Consider for When Choosing a Convention Hall for Your Event

by Reggie Moore Professional writer and proto entrepreneur

The success of an event can be dependent on getting the right venue. The venue is so crucial that most event planners will spend 30-40% of the budget of their event on it. When talking of a venue, most people will think of the premises; however, there is much more to investigate. Some of the important things to consider are: accessibility of the location (can people get there, and can they afford the trip?) availability and cost of water for attendees, cost per square foot, on-site technical support, and knick-knacks like tables and chairs. However, the most important piece of advice is to look for a venue with a qualified building manager.

Here are some tips on what to consider:

Cost vs. Budget

Organizations are attentive to the cost incurred on the event. If possible, the planner should work within the budget limits. The planner should make money a deciding factor on the convention hall. They should again not spend so much on the venue while not considering other essentials. If they feel comfortable with a venue price, that's good, but consider extra costs before going further. Check on fees such as Wi-Fi costs, parking fees, snacks, and water. Such fees can end up pushing the cost way above the budget.

Location of Venue

The convention hall should be at a central location. This means at a location where attendees can easily link up to good transportation options. A good location makes it easy for guests to arrive and leave at their convenience. The planner should also consider if the guests are from within the country or other parts of the world. Local events don’t have to worry about being close to an airport, but if you have an international client/audience base, then having a convention close to an airport is ideal. The planner should avoid the possibility of guests getting lost while trying to get there as much as possible.

Venue Capacity- Minimum vs. Maximum

The best way to approach capacity is to have estimates of expected guests. The planner should poll expected attendees. With a good estimate, it becomes easier to decide on the capacity. Capacity is attached to safety codes, foods and beverages, and space. All halls have a minimum and a maximum capacity. Also, consider the safety standards and local laws that must be adhered to. While looking for a venue, it's always better to find one that slightly exceeds the guests' expectations.

Package Inclusive

Going for an inclusive package offer requires a reliable manager. For all-inclusive packages, the planner should consider costs for foods and beverages, A/V support, and Wi-Fi. Getting all these aspects right enables the planner to know what to cut down on or eliminate. Foods and beverages are normally calculated by the number of attendees. Adjustments on this can be made before or depending on attendance. A/V support is crucial if you plan on addressing or presenting any information to your attendees, and even more so if you plan on doing any broadcasting, streaming, recording, or you are using or demonstrating specialized equipment.

Extra Services and Amenities

Amongst the critical services most events need is food, especially for multi-day conventions. Some venues have kitchens as part of the package, while others have a partnership with food providers. Whatever the case ensuring you get the right food in terms of quality and quantity is vital.

Other venues allow vendors from outside, which allows for more variety. This is less common, however, especially in states where certain unions require that convention halls not allow outside food so it keeps their workers working. In these circumstances, even if your attendees bring in a snack bar, it can end up costing you money. In Las Vegas, for example, convention hall employees will look in garbage cans for outside food waste and report it to the managing staff to add food costs to your final bill. It’s crucial to be clear on what you are and aren’t required to do or pay for, so you avoid any surprise charges after the fact.

Tables, chairs, and linens are the next crucial services. Some venues offer them as a package, while others rent them separately. However, it is important to consider the comfort of the chairs as well as the theme of the event. In case the venue provides the chairs, tables, and linens, enquire if they facilitate setting up. Knowing that the staff of the venue has facility management training is one way of knowing the professionalism of the venue and its staff.

Audiovisual systems facilitate communication at the event. Having a built-in system is great as there is no hassle of moving and setting up equipment. There is always an option to rent equipment from the hall, however, this might come at an extra cost.

These are some things to consider when choosing a venue for your event. With COVID restrictions slowly lifting as vaccination efforts go on, we are sure to see more and more events pop up again.