Top 6 Biggest Mistakes Event Planners make while choosing an Event Venue and how to avoid them!

The venue of your event is a critical aspect that can either make it or break it. As an event planner, you must ensure that the venue you finalize serves every need of the event. Event planners understand this. But, even then, they make mistakes while choosing an event venue.

Of course, we don’t you to make those mistakes. So, we discuss six of the biggest mistakes event planners make while choosing an event venue with this blog. But, alongside, we also give you some tips on how to avoid those mistakes and contribute to the success of your event and event management careers.

6 Most Common Event Venue Selection Mistakes

Choosing a venue is like a ropewalk. You’ve got to balance everything at the same time and make sure the venue’s got everything that the event demands.

1.       Incorrect Choice of Location

Of course, the size, and the capacity of the venue matter a lot, but then, the location of the venue cannot be 20 miles away from the location of your target audience, no matter how good it is.

A lot of event planners commit this mistake. As a result, attendance is too low to sustain the event’s investments and expenses. At times, people straight away cancel their registrations!

How to avoid this: The answer is simple. Do not ask the attendees to travel out of the city to attend the event, unless it is a themed event such as the wine festival of Nashik. Make sure you search for a location that’s proximal to your event attendees. For instance, if it is an after office hours event, ensure that the location is near to the workplace of the employees of the company.

Use GPS to calculate the estimated time of travel to and from various places of your target audience. Go the extra mile, and inform them of the distance and traveling time details to make sure they reach in time.

2.       Finalizing a Cluttered Space

Often, event planners end up finalizing a venue that’s cluttered, and inconvenient. It causes a lot of discomfort, and while everything else is perfect, people just cannot ignore the inconvenience the venue causes. As a result, the movements are restricted, and people don’t enjoy the event as much.

How to avoid this: Ok, we know, event planners have got budget constraints. But, that doesn’t mean, they’ll end up a cluttered space, does it? There are several options out there. Go through each one of them and apply your negotiation skills.

Besides, do not live with assumptions about attendance. Make sure you keep some venue options handy and confirm the attendance before you finalizes the venue. It will help you choose the venue that’s perfect for the number of people that have confirmed their presence at the event.

3.       Finalizing a Venue that lacks Amenities

Every participant expects a few basic amenities such as clean washrooms, ample parking space, enough chairs to sit, a decent lighting arrangement, sound system, and some others.

Sometimes, you find a venue that’s near, and within the budget, but lacks the necessary infrastructure. Finalizing such a venue is useless, as people won’t like it, and most of them may come complaining about things.

How to avoid this: Make sure, the venue you choose has got the necessary amenities. If not, outsource a part of it to ensure that you arrange what the event needs.

4.       Inappropriate Ambience

You cannot choose a venue just because it is near, inexpensive, and has got all the amenities you want. The ambiance of matters. A lot of event planners choose venues with an ambiance that doesn’t go well with the event purpose. It ruins the charm of the event, and it doesn’t create the atmosphere it has to.

How to avoid this: Understand the event well. Don’t mismatch the ambiance, unless the theme demands you to do so. Knowing the purpose of the event will help you choose the right ambiance.

5.       Absence of the Required Technological Arrangement

These days, you can’t do without technology, especially when your event is a business meeting or a conference. You need projectors, Wi-Fi, and many other elements to ensure success. Event planners, in a hassle, to get over with things, overlook the technology availability aspect. The absence of the right technology, equipment, and amenities impedes the event and results in customer dissatisfaction.

How to avoid this: Visit the venue, and inspect it. Prepare a checklist and check every amenity to tick the list. Arrange for things that aren’t readily available at the venue. Further, ensure that the equipment is working well.

6.       Absence of Trained and Customer-Friendly Staff at the Venue

You can’t run everywhere during the event. But, sometimes event planners don’t realize this. They do their best to make sure everything is in the place but overlook the venue staff aspect. Remember, the untrained and unprofessional staff at the venue may spoil the event, despite you doing everything right. It is a severe mistake you would not want to commit.

How to avoid this: Speak to the staff, and get feedback from other event managers, or companies about the event staff. Also, take a look at the various events that the team has managed to date.

Enroll with Times and Trends Academy for the Best Event Management Course

Times and Trends Academy is a leading academy for an event management course. The academy continues to build excellent event management careers, through its practical and industry-based approach, learning techniques, and industry exposure. So, enroll with TTA to enhance your career in event management careers, and become a successful event manager.

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Created on Mar 14th 2020 01:41. Viewed 372 times.

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