9 Things You Need to Know About Finding the Perfect Venue: An Event Manager's Tips

Followers of our event manager blog may be stunned to learn that just 89 days remain until Christmas Eve in Australia. I, for one, am relieved...still gives me 96 days to achieve this year’s New Year’s Resolutions. Phew!

Just on that, we should talk about your end of year celebration. I think 2013 should be the year for a cracking good party! Something intimate for the local office staff, or a bigger bash for the whole organisation? Perhaps cast the shawl of warmth a little wider and show some appreciation to key clients at a more cultivated soiree?

Whichever way you want to go, finding the right venue is key! Liken it to a building’s construction: the event site is the foundation; get that settled then you build walls and a roof. In event speak, look and feel ‘magic’ can be added once your space is selected.

But beware the pitfalls of going it alone in your venue-shopping. Although great online venue finding tools exist (eg Function Venue Finder, EventConnect.com, and cvent – heck, even j2 subscribes to Brisbane Event Planner) the benefit of working with a professional event manager is that industry experience and relationships work wonders for connecting businesses with function spaces that will uphold and reinforce your brand values.

During briefings, a good events planner will also delve into what your objectives are, eg how do you want guests to feel at and about your event, and about your business (brand) itself? Don’t bother looking for a venue until you can answer this.

SPEAKING FROM VENUE EXPERIENCE... 

Experienced events managers will have staged functions in a range of venues, thereby knowing the pros and cons of various spaces, be it a hotel, restaurant, bowling alley, or Council park. Work with an events consultant and you’re more likely to match the style and feel of event you want to put on for your people. All in all, better bang for buck!

So, with dollars and cents being an issue for every business, here are some tips on what an event management specialist will look for in a venue to avoid discovering budget-blowing surprises.

1. FIT FOR PURPOSE: 

Can you visualise your guests (staff or clients) in the space? Are they enjoying themselves? Does the celebration have the mood you want? If you answer “no” to any of these, you need to keep venue-finding and book one that delivers on your reasons for investing in the event. Alternatively, you need to consider budget impacts of theming or styling effects that will transform the area from an idea into the atmospheric reality you desire.

Owner of quirky Sydney venue Fairground Follies Craig Robson, makes a great point in Venue Manager magazine (Vol 2, No 1, 2013 pp35-37) about matching venue to desired mood. When first-time wedding enquiries are made of his warehouse-cum-colourful museum of mechanical musical machines and fairground antiquities, Robson says he jests with people that they might prefer to go somewhere more conservative like a garden or hotel.

“...if you want to have fun, if you want to have a memorable wedding, come back and see us for your second or third wedding” Robson tells them.

2. PILLARS CAN BE KILLERS: 

Sight-lines may be important for your function. Guests who stand on tippy toes or crane their necks to see something on stage lose interest. Just when you want them buying into your brand they’ll be signalling wait-staff for a drink.

Does the space you’re considering have pillars that will affect sight-lines or manouvreability of guests and wait staff? If unobstructed views are important for speeches or the main entertainment act, then find a floor-to-ceiling open space without columns.

3. CAN ANYBODY HEAR ME? 

Acoustics – another critical ingredient that affects the atmosphere at an event, and most certainly a guest’s mood. Imagine two voices in a room amplified to 200 conversations, add some background music, the clinking of glasses and what does it sound like? Can you have a relaxing chat? Can guests hear themselves think, let alone catch the CEO’s speech?

Careful planning between an event manager, venue and audio technician (aka “the sound desk”) can overcome sound and acoustics issues.

4. FEMININE V MASCULINE: 

Desired mood and atmosphere is unique to each business. Fantastical colour and feminine furnishings may suit one business’ guests, where another group would better respond to metallic duo-tones and masculine touches across everything - even the food and beverage menu selections. When considering the comfort of your guests, this extends to suitability of the decor, catering and amenities.

5. BUILT-IN THEMING:
When dollars need to stretch further, it’s a great idea to find a venue that has an inherently individual style so you don’t need to budget for additional room theming.

Take Cloudland (pictured) in Brisbane’s Fortitude Valley for instance. j2 ideas & events is a big fan of this place – something we’d describe as a photo opportunity at every turn. We’re presently planning a ‘sensory experience’ dinner at Cloudland with one of our not-for-profit clients. Offering distinct areas of lavish design and interior-decoration, Cloudland represents value for event-spend.

In another example, j2 was able to deliver a ‘money-can’t-buy’ dinner experience at Metricon Stadium, Gold Coast (pictured) during a national vehicle brand’s sales conference earlier this year. Integrating AFL legends from the stadium’s resident Gold Coast Suns team, and making use of the largest digital screen in the southern hemisphere, guests gained a privileged birds-eye view of the pristine football stadium, helping to garner raving reviews from guests.

6. ARE WE THERE YET? 

Give some thought to how your guests will get to and from the function. If yours is a drive market, does ample or convenient parking exist for all guests? Perhaps your company has a sustainability policy; how about choosing something nearby public transport to help the environment?

7. ABILITY AND ACCESSIBILITY: 

This isn’t purely about guests with mobility assistance needs (ie wheelchairs, ramps etc) but impacts all your event planning. How convenient are bathrooms to where the ‘action’ is? As for suppliers, it’s a good idea to check the load-in access for timeframe and spatial reasons. Can sets and equipment get through the venue’s doorways? I have personally observed (not at my event of course) a shiny new vehicle driven through a doorway that just wasn’t wide enough...yes, let your imagination roll that film. Not good!

8. READ THE FINE PRINT: 

Please heed this advice above all! Did you know that when you sign a hiring agreement, often you are signing away your rights to use your preferred supplier. Whether its catering, styling or technical providers, can you bring your own suppliers in or do you have to use the venue’s preferred contractors?

9. OOPS! WE BROKE A... 

One more thing, look at the contract for rectification responsibilities. For instance, when you work in a Council-owned park there’s every chance of rain. Say trucks or pedestrians churn up the grass, you may be liable for reinstatement of turf in that park, which can rise to thousands of dollars. That’s a nasty hangover I wouldn’t want to face.

Plenty of indoor and semi-outdoor venues are poised to host you within their spaces at this time of year, but – with fear of sounding like a commercial for a finance seminar – definitely book soon to avoid disappointment!

Avoid guests cringing over contrived glee at your end of year celebration. Work with a professional events manager who will find you the ideal venue and design an event that has maximum impact within budget.

Sheesh! So much to do and so little time...but j2’s right over here by the punch bowl if you need us.

Jo Jordan  x
Company & Creative Director
Brisbane event management company | j2 ideas & events


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