NEWS

How To Find the Right Venue for your Event

05.08.20

POSTED BY | Nicholas Bills

When you start looking for an event venue it can seem like you are spoiled for choice. There are hundreds of websites and agencies dedicated to helping you quickly find the right venue. However, most people discover that finding the right event venue is much more difficult than just finding any event venue. To find the right event space you must first consider the needs of your event and your audience.

What Your Event Needs

You wouldn’t host an intimate cocktail party in a 50,000 person stadium.

The venue has to fit the event. Before you sign the contract, make sure your venue meets the following criteria.

Is it the right size?

Between now and June 21st, you will need to take social distancing rules into consideration when looking for the right size venue for your event. Hopefully after that date, things become much easier. Points to consider when considering what size venue you need:

  • How many people are likely to attend? Squeezing people into a room is not going to make you popular, whilst a room that looks more empty than full may suggest to people that your event isn’t as popular as it could have been.
  • Unless your event is mandatory for your team, remember that people often simply don’t turn up. Networking events, particularly, can be hit by many things, from weather to train delays.

Does it have the equipment you need?

If you are presenting to people, chances are you will need AV support to make it easy for everyone to both see and hear your presentation. If you are expecting your audience to take part, wireless microphones that can be quickly moved around the room will be vital. Sound systems, stage, lighting etc.

Presentations to larger audiences can make it difficult for those at the back of the room to see your keynote speaker, unless there is a stage in place.

During current times, hybrid events are popular, but the AV requirement is significantly different. Don’t assume that WiFi and a sound system will be enough.

Does it offer the services you want?

WiFi is almost standard for most venues today, but is worth checking the quality and strength of their WiFi in different rooms.

If you’re running an all day event, does this mean your delegates have to go out and find their own food, or can the venue organise all your food and drinks requirements? Glaziers Hall has its own kitchens, so can easily cater for whatever you need.

Will you need/get help from venue staff?

Whether this is the first event you have run, or your 100th, talk to the staff at the venue. We pride ourselves that our team is made of highly-experienced events professionals. There is no such thing as a daft question, so whether you are after tips to make your event better or realise at the last minute that something is missing, simply ask. We have installed video doorbells outside each room to ensure you get immediate support, should you need it.

Does the venue allow branding and theming?  

When you hire the whole venue, branding and theming is relatively easy, from the main door onwards. When, however, there are multiple events taking place in a single venue, this becomes a little more complicated. At Glaziers Hall, we are happy for you to put up any branding you wish in the spaces dedicated to you. This is further enhanced because we are able to provide dedicated access routes to each floor, helping both branding and social distancing.

Does it have a Covid policy?

You can see our Covid Policy here. We know that many companies still have some concerns about Covid, so we are doing everything we can to protect you and your guests.

What Your Event Objectives Are

At Glaziers Hall, we run all manner of different events, from training days to annual awards dinners, from strategy meetings to weddings and even filming days. Finding the right venue and the right space makes all the difference.

Annual Awards Dinners

Usually a big celebration of the industry, the event space needs to shout grandeur and quality. There needs to be room to move 100s of people around quickly and easily. The venue needs to have the staff to quickly serve the food and to keep the drinks flowing too. Our Banqueting Hall is ideal.

Celebration Dinner

Depending on the size of your event, this celebration is probably an event in need of a more intimate atmosphere. An event where many people know each other and want to eat, drink and be merry. If you haven’t visited the London Arches, you need to pop down very soon!

Strategy meeting

This type of event is all about calmness, about inspiration and the ability to communicate easily. A relatively small space, with great WiFi and acoustics is perfect. Our Thames Room even has the River Thames right out the window to add that air of calmness and tranquility.

These are just a few examples, but you’ve got the picture…

What Your Audience Needs

Understanding how your audience will interact with your event is crucial. You want to ensure that the event is enjoyable and convenient for all those who attend. That means using the following criteria when you look to find the right venue.

  • Is it close enough to relevant transport hubs?
  • Is it easy to find?
  • Does it meet the expectations of your audience?
  • Is it convenient for your audience to reach?

 

By understanding the criteria for your event venue you can create a checklist of your needs to help you narrow your search. This is the time when you should start actively looking for your venue. We suggest you start your search to find the right venue online. You can use the many event venue finding agencies but we also recommend going to the websites of the individual venues. This should provide you with a larger amount of information about the venue and provide you with detailed pictures which will help you make your decision.

Once you have a list of event venues that you like, you should arrange a site visit to get a feel for the space. Remember, a space can look very different in pictures compared to in person. You should try to visit the venue at the same time of day that your event will take place to get an idea of lighting, traffic and any other factors that could have an influence. Once you have seen all the venues on your list, you can make your final decision knowing that you have picked the most suitable venue for your event.

 

If you are currently struggling to find the right venue, Glaziers Hall has flexible spaces to suit all events. Our expert staff can help you plan and execute an amazing event. Give us a call today to learn more.