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There are many decisions to make when organizing an event, but the one that will have the greatest influence on it is choosing the right venue and location. Choosing the Event venue Wollongong will affect everything from the date of the event to your speaker lineup to catering options.

Sounds intimidating, doesn’t it? There is no reason to be intimidated. You may find these guidelines helpful when making decisions, considering issues, and improving performance.

A Venue Search should begin as soon as possible

As early as possible is best. Once you know the budget, the estimated event size, and the space requirements for your event, you can begin your search for a venue.

Plan your venue at least eight months in advance to give yourself plenty of time to think about other critical elements, such as arranging for great speakers, creating a program and website, selling tickets, and interacting with attendees.

How to Choose the Right Venue

Location

This is probably something you’ve already thought about. Typically, local events will need a venue that is not too far from the homes or workplaces of most attendees. An airport or hotel close to the venue will be helpful if many attendees are traveling from out of town. Anyhow, don’t forget to consider transportation, parking, and traffic.

Make sure your attendees have the ability to access your event app via their mobile device, which is becoming increasingly common. Attendees will feel more confident and assured heading into the event with maps, directions, and shuttle information at their fingertips. The use of maps with pinned locations can be very helpful if the venue is located on a large campus or institute. Participants will find it easier to navigate interactive indoor maps at events with exhibitions, posters, or parallel sessions.

Force Majeure and Contract Flexibility

Organizing a 300-person industry conference is hard enough without having to change the venue, says SoftwareHow’s founder. “Getting an official contract with the venue provider is important to avoid having to do that.”

Because the pandemic is so unpredictable, you should negotiate flexible contract terms with your venue in case your event is postponed or canceled due to unforeseen reasons. People might not be able to attend your event even if they are registered due to a lockdown order or natural disaster. The venue may be able to add a COVID-related clause to their force majeure clause that protects you from losing your whole deposit in the event of force majeure.

Layout

Despite the fact that you’ll find your venue at an early stage of the planning process, you still need to have a rough idea of what activities you will be providing, what amenities you need, and who the attendees are.

Make notes on important things such as where outlets are located and where AV equipment is or can be located as you narrow down your selection. Get an illustrated floor plan for each venue and walk through your favorites at least once.

Insurance

Several venues refuse to negotiate with you without insurance, according to BizBash. Hallquist Insurance Agency President Amy Hallquist-Hamric echoes BizBash’s sentiments. In some venues, additional insurance is required for the event as well as a certain liability limit, says Hallquist. Generally, you can request this endorsement from your general liability insurance agent.
Additionally, START EARLY with planning your addition as well as getting all of the wording, address, etc., together before contacting your agent.

Affordability and Ambiance

You should pay particular attention to the venue’s decor. What type of architecture and interior design does the building have? In the case of a gala, you’ll probably need different types of accommodations than you’d need for a trade show. To make up for the lack of ambiance that matches the desired feel of your event (upscale, high tech, etc. ), you’ll need to do a lot more decorating.