Bad Venues? Avoid Them With These Simple Tips

Jan 18, 2019

No matter how experienced or well-prepared you are, there will always be odd moments where you will encounter hiccups. It speaks particularly true in the unpredictable world of event planning and most often during the venue sourcing and selection.

But the good news is that, dealing with the unexpected is the nature of the job. Every event planner is trained to face the unknown and overcome them – and while you can’t always prevent problems, the key is how you deal with them as they occur.

What could possibly go wrong when looking for a venue? As a trusted dinner and dance event planner in Singapore, we share with you the things you should be wary of as you look for a venue.

 

  1. Lighting

Large venues can often be a challenge to light up. When you conduct a venue assessment, consider the amenities and envision how the artificial and natural light will flow into the room. As obvious as it may seem, dimly lit spaces do not inspire conversations, creativity and learning. So, it’s crucial to create a relaxed ambience with your lighting.

 

  1. Food selection and availability

One of the big-ticket items in an event is the menu and definitely, you want to impress your guests with a good and remarkable meal. In order to achieve that, your food should not only be freshly prepared but more importantly, sufficient for everyone.

It also pays to have a wide selection for vegetarians and keep risky foods off the menu including those with peanuts or shellfish. Again, it seems kind of obvious, but it’s also something that is often overlooked.

 

  1. Location

Understanding how accessible your venue is for your guests is essential to ensure a positive overall experience. As an event manager, it is your responsibility to be aware of the traffic surrounding your venue.

You may pose these questions to yourself, will the rush hour traffic influence your start time? Is there a major on-going construction in proximity? Is there any other event coinciding with yours that could affect traffic and parking spaces? Is your venue accessible both by public transportation and private vehicles?

It will be much appreciated if you brief your guests about their transportation options prior to the event. Such measures will keep your event from starting on a sour note.

 

  1. Bathrooms and other facilities

It should go without saying that your venue should have enough bathrooms for your expected number of guests. Otherwise, there will potentially be a long line of queue at the bathroom which might not please the event goers.

Assess whether the venue has sufficient and sanitized facilities for both men and women and more importantly, an accessible bathroom for PWDs.

 

  1. Staff

If your venue provides its own staff, make sure that they’re properly trained and briefed prior to the event. Apart from you, they should be familiar with the event flow so that when things onsite requires changes, they are able to work autonomously. The same rules apply to the employees of the company. They should be knowledgeable and flexible on the job as it will reflect the overall quality of your event.

 

  1. Capacity of the venue

Finally and probably the worst thing that you can do as an event planner is settling for a venue that is either too small or too large to accommodate the crowd you are expecting.

A venue that is too small will leave attendees feeling uncomfortable while a place that is too large will suggest that the event wasn’t well received and were not attended by the expected number of guests.

You want your audience to be raving about your event long after it is over. Do your research and give yourself enough time to plan the day to the last detail. Avoiding bad venues may sound easy but there are a lot of factors that can create an impact on your reputation.

So, we can’t stress enough how a professional event planner can help you out.