Five Key Steps To Booking A Venue

What is most important when it comes to booking a venue for a meeting, conference, function, or event of any sort? While there are many factors to consider--some big and some small--we can narrow the essentials down to five key points.

Advance Planning

The first step is always getting started! Don’t make the mistake of putting off booking your meeting room or conference venue--even if the event is scheduled well into the future.

Furthermore, advance planning is not merely about budgeting for, researching, contacting, and confirming your venue booking; it is also a matter of taking the time--before diving into anything else--to consider the vision and mission of your event.

A Well-Defined Mission

Second only to getting started is knowing what you are doing. If you haven’t taken the time to do this yet, be sure put down a straightforward outline of your mission: what you hope to accomplish with this event.

Keep this idea in the center of your mind as you move forward in the venue booking process and ask yourself continually if your plans and decisions regarding the room or conference are in line with the purpose of your meeting or function.

A Solid Vision

A third key is having a clear vision in your mind of what you want the venue to look like and how you want the event to take place. When you close your eyes and picture the event taking place, what do you see? Can you visualise the room, the stage, or the audience? Take note of everything your mind shows you and use this to create a crystal-clear vision of what you are looking for. It would do you no good, after all, to begin browsing venues without knowing what you want first. If you are unsure, begin by thinking about your requirements, location and purpose for the venue, is it for a mediation room or a concert you are going to have different requirements for your venue, for a range of venue options even for mediation then visit this site.

Clear Communication

As you plan your event, take care not to rush your communications. Be sure to convey information clearly to the venue, attendees, and any staff involved in the event planning.

Firstly, you must take the time necessary to impart the mission and vision of your event--along with all other details and requirements--to the venue management. As you are making arrangements with the venue, be sure that you are efficiently sharing this information with those involved in running the event.

Secondly, beyond informing attendees of the event date and venue location as soon as such details have been finalized, it is helpful to communicate in advance to your guests what they can expect from the event. Once again, your previously defined mission and vision will help you easily communicate pertinent issues to your audience prior to the date.

Attention to detail

A final key when selecting the right venue for your event, beyond the core issues laid out above, is paying attention to the finer details of the room in which your meeting, function, or conference will be held. This includes such elements as the layout and decor of the room or rooms, as well as lighting, colours, and technical matters.

Take note of the arrangement of the stage, seating area, aisles, and facilities such as outlets, tea and coffee stations, and restrooms. You will want to ensure that the overall layout will facilitate a smooth event by allowing the attendees, speakers, and event staff to move about comfortably and conveniently when propitious or necessary.

Lastly, before finalising a decision, observe the lighting and colour scheme of the venue and keep in mind how such details can affect the event. Do you want the calm or relaxing vibe that colours like green or soft blue provide or the stimulating and energetic atmosphere that a red or orange scheme stirs up? With each of these major keys in mind--attention to minor details being last but not least--you can move forward with confidence when booking the venue for your next conference venue in Melbourne or where ever your location may be.