Choosing the venue

Choosing the right venue significantly impacts the design of the event and its ability to attract attendees. The date selected for the event will be partly based on the availability of a suitable venue. The event date must be chosen early, as popular venues are sometimes booked years in advance. Traditional venues have the advantage as they are designed to handle events. Nontraditional venues can be more challenging for the event designer, but allow for distinctive events that attract attendees. Factors to consider when choosing the venue include cost, location, layout, and aesthetics. The availability of needed technology, catering, transportation, and parking must be assessed. Special issues such as the needs of guests with disabilities and sustainability issues should be addressed. Partnering with a Destination Management Organization (DMO) can help address the community’s concerns. DMOs can also assist with logistical issues. Hotels, rather than only providing rooms for event attendees, are now hosting their own events. Once a venue has been chosen, a site visit should be planned. Finally, the contract must then be prepared and negotiated.