Before renting a hall for your event, please consider the following details that are often over looked: I highlighted just a few important ones in this post to help you with your event planning process. It is important to note that choosing the perfect venue for your event will enhance the overall experience of your guests/attendees plus everything else depends on it.
1. Capacity:
Ensure the hall can comfortably accommodate your expected number of guests. You can’t have over 100 friends and when doing an event, you rent a hall with capacity of 80 persons expecting some of them not to show up meanwhile you sent invitation to all of them plus family members. Please avoid overcrowding your event. If your expected guest is 300, book a 500 capacity hall. You need that space to breathe.
2. Budget:
So after you have concluded on the number of guests you are expecting for your event, next is to have a budget for the venue that will be suitable to accommodate your guests. Confirm the total cost, including any hidden fees, to stay within your budget. This will help you not to over spend and save you a lot of pressure.
3. Location:
This is very important as well. Consider the accessibility and convenience of the venue for your guests. Ensure the venue is accessible for people with disabilities, if applicable.
4. Amenities:
Ensure the hall provides necessary facilities like parking, clean restrooms, Audiovisual equipment, Confirm the security measures in place for the safety of your guests and belongings like CCTV and support staff.
5. Ambience/Layout:
Not every hall is suitable for all events. There are some built exclusively for a particular type of event. It is important for you to have this in mind when choosing your venue. Assess the overall atmosphere and style of the hall to match your event’s theme. Ensure the hall’s layout suits your event’s requirements for seating, stage setup, etc.
6. Cancellation Policy:
I have seen this play out many times and in most cases organizers are left stranded. Please confirm their cancellation terms and conditions in case of unforeseen circumstances from either you or the other party.
7. Backup Plan:
Please don’t fail to Inquire about contingency plans the hall venue managers have in place in case of unexpected issues like technical failures. There should be a technical support on ground. If they don’t have one, please ensure to get one.
8. Setup/Breakdown Time:
Clarify when you can access the venue for setup and when you need to conclude the event.
9. Decoration Policy:
Check if there are any restrictions on decorating the venue and if they provide any decorations. Some event venues have very strict decoration policy and it is important you find out if it is something that suits you.
10. Contracts:
Review and understand the terms of the booking contract before committing.
By considering these factors, you can make an informed decision when booking an event hall. Choosing an event venue is not a decision to be taken lightly and it can take time before finding the right one, but don’t let the process overwhelm you.
At the end, it will be so rewarding to see your attendees having fun at your event.
