Choosing the right venue is a key part of successful event planning. The venue sets the stage for the entire experience, influencing everything from logistics to delegate satisfaction. When it comes to medical and pharmaceutical events, the right venue can make or break an event. In this blog, we’ll delve into why the venue is crucial and outline the stages involved in selecting the perfect location.
Stages of Venue Selection
- Defining Requirements
Before starting the search, clearly outline the event’s requirements. This includes the type of event, expected numbers, preferred dates, technical needs, budget and any factors regarding compliance that need to be taken into consideration. Understanding these parameters helps narrow down the choices. These are all decisions we discuss with the client to ensure the event is as successful if not more than the last.
- Research and Shortlisting
When planning a medical event there can be a lot of ‘this isn’t compliant,’ therefore research is key to our venue search. Conducting thorough research to identify potential venues that meet the defined requirements is a must. Use online resources, visit venue websites, read reviews, and seek recommendations. Create a shortlist of venues that fit the criteria.
- Site Visits and Evaluation
Site visits can be your best friend, you can gather so much more information when you physically see the venue. You can assess the space, layout, facilities, and overall ambiance and consider how the venue aligns with the event’s theme and objectives. Take note of any restrictions or additional services offered.
- Comparing and Negotiating
Compare the shortlisted venues based on key factors like cost, location, amenities, and flexibility. Engage in negotiations with venue managers to discuss pricing, availability, and contract terms. Don’t hesitate to ask for a breakdown of costs and enquire about any hidden fees. Having a clear and level understanding with the venue really helps to run a smooth event so why not build this relationship from the start.
- Finalising the Contract
Once you’ve selected a venue, review the contract carefully. Ensure all agreed-upon terms are documented, including payment schedules, cancellation policies, and specific requirements. Clarify any ambiguities before signing to avoid future disputes.
- Coordination and Logistics
After securing the venue, coordinate with the venue’s management team to plan the logistics. This includes arranging setup and teardown times, technical setups, catering arrangements, and any special requests. Regular communication is essential to ensure everything runs smoothly on the event day. Check in with the venue regularly, you may not have an update, but it maintains the relationship and ensures the event will run smoothly on the day.
Why Venue Selection Matters
- Atmosphere and Ambiance
The venue significantly impacts the atmosphere of an event. The room you choose to run the meeting in will impact how the delegates feel; is it warm enough, is there enough space, can they see the screen clearly? These can be things you can control, and it provides a better atmosphere for the delegates. You want to experience a lively and positive atmosphere as they pass by your registration desk, the right venue can help provide that.
- Capacity and Accessibility
The venue needs to comfortably accommodate the number of expected guests. Overcrowding can lead to discomfort, while a too-large space can feel empty and uninviting. Additionally, the location should be accessible, taking into consideration factors such as parking, public transportation and accommodation. Importantly, you must also consider delegates that may have disabilities, is there lift or ramp access.
- Technical and Logistical Needs
Different events require different technical setups. Within medical events advanced AV equipment is usually required. Having a venue that can support these needs without requiring extensive modifications, really helps the day to run smoothly. Often enough you may need to outsource an AV company, try to pick one that knows the venue or is very adaptable.
- Catering and Amenities
The venue’s ability to provide or accommodate catering is another crucial factor, delegates will remember the food, so make it count! Whether it offers in-house catering services or allows external vendors, ensuring that food and beverage options meet the event’s needs is vital. Other amenities, like toilets, cloak rooms, and Wi-Fi, also play a role in guest comfort. These are all things you should be checking on your site visit.
- Cost and Value
Budget constraints are always a consideration. The venue’s cost should align with the event’s budget while offering value for money. This includes not just the rental fee but also additional costs for services, equipment, and staffing.
Conclusion
The venue is more than just a location; it’s the foundation upon which the entire event experience is built. By carefully selecting a venue that aligns with the event’s purpose, theme, and logistical needs, you set the stage for a successful and memorable event. Remember, thorough planning and diligent execution in the venue selection process can transform any event into an extraordinary experience for all delegates.
#EventManagement #MedicalEvents #VenueSourcing
Written by Georgia Bradley (Events Co-ordinator)
May 2024
For more information on CFS Events Ltd Events Management Services, please click here or email daisy@cfsevents.co.uk
CFS Events Ltd
