Finding the Right Event Venue.
Planning events is not easy. There is a lot to consider in order to provide guests with a worthwhile experience. However, two points remain the most important throughout all of this: WHO should be invited? And WHERE should the event take place? While the first point depends largely on the event, general statements can be made about the second, regardless of the type of event. More and more event planners are trying to organize their events in the most extraordinary setting possible to ensure their success. What should be considered when searching for and selecting the right venue? 1. Embrace Contrasts Humans are creatures of habit. Most of us follow a relatively fixed daily routine, associating familiar colors and smells with familiar places. This also applies to celebrations or other gatherings. We come with certain expectations and are bored if they are "only" met. Those who want their event to stay in the guests' memory should avoid catering to clichés. Only by breaking with habits can one stand out! This starts with the selection of the venue: Why not exchange the conference hotel for an old boxing ring or a houseboat? 2. Foster Interaction As an organizer, it is essential to consciously promote interaction in order to give guests the opportunity to exchange ideas and have interesting conversations. The layout of a venue has a major impact on guest behavior. Good venues encourage a mix of participants by offering different levels or retreat options, for example. Attendees should be "forced" to move around and not just talk to people they already know. It is also helpful to find a venue with an additional outdoor area, especially in the summer months - this ensures movement between the bar, buffet, and terrace. 3. Pay Attention to Acoustics Acoustics are closely related to the layout. It is exhausting to have to shout when you just want to have a conversation. And it is also more pleasant for speakers not to hear every cough from the audience. It is important to inquire with the venue owner whether they have taken measures to reduce noise levels. For example, carpeting is a good sound inhibitor. But resonators, absorbers, or vibration dampers can also help. On the other hand, it is important for moderators or speakers to be heard by everyone. Depending on the size of the venue, microphones should be part of the basic equipment. 4. Play with Light Light has a significant impact on the mood. Therefore, it is important to consider the lighting concept for your event. It is not enough for it to be bright. By consciously using spotlights and shadows, one can direct the audience's attention to oneself or others. Many event venues have good lighting technology, while others have none. If the event takes place during the day, natural light can ideally replace artificial lighting - as daylight is known to have a positive influence on efficiency, productivity, and the audience's mood. Elements like fairy lights or dimmed lamps can be consciously used to create a relaxed atmosphere and should always be used intentionally. 5. Don't Skimp on the Essentials The technical equipment of an event venue is often more important than good catering. A speaker giving a talk on the opportunities of digitalization cannot afford the mistake of not being able to offer Wi-Fi to the audience or projecting their presentation using a mediocre projector. It is essential to clarify beforehand whether all necessary extras are available - and ideally test them extensively before the event starts. Especially in the summer months, it is also worthwhile to ensure that the premises can be cooled. No one can concentrate on a presentation if they are sweating. 6. Utilize the Internet Although the events industry is still quite conservative, there are now some apps and services that can simplify the complex organization process. In addition to various software for budget planning and seating arrangements, booking the event venue online is also part of this. There are practical ways to get a good idea of venues, even if you don't have time to visit them in person before the event. For example, on Spacebase, you can book verified rooms that you have sorted according to your personal preferences beforehand. This way, you can avoid the effort of a personal visit. 7. Offer Something Special Finding a suitable event venue is, of course, an important first step. But it should not end there. An event gets that special touch when the ambiance is right. Light and decoration are just the beginning. With small details, you can show your guests that you have made an effort and thought through the event. A goodie bag with exciting and relevant content, the opportunity to give feedback on-site, or interactive elements that make guests think and participate provide that 'special something' and leave a lasting impression on participants even after the event has ended. Despite these tips, finding the one perfect event venue is difficult. But maybe it doesn't have to be. More importantly, it is to give guests the feeling of having attended an event that has truly advanced them. With inspiring content, interesting guests, and in an appealing environment.
