Creating a memorable event is like being an artist with a canvas. The venue becomes your blank canvas, a place to unleash your creativity and bring your vision to life. Just like a masterpiece, the chosen space sets the perfect tone, ambiance, and functionality for the entire event experience. From large brushstrokes of style to the harmonious flow of attendees, every detail matters. Access, parking, restrooms, and technical aspects are your artistic tools, ensuring a seamless experience. By carefully selecting a venue that harmonizes with your artistic vision, you lay the groundwork for a show-stopping event that will leave your Orlando area guests in awe.
Geography: Determining the central point or area of town that is convenient for the majority of your attendees is crucial. Consider the locations of your target audience and select a venue within a reasonable radius, typically around ten miles. This ensures that attendees can reach the venue easily, minimizing travel challenges and increasing event participation.
Budget: Understanding your budget is essential when planning an event. Surprisingly, many clients approach event planning without a predetermined budget. As event professionals, we often assist corporate and nonprofit clients in reverse-engineering their budget based on their desired event experience. Selecting the right venue can significantly impact your overall expenses, as it is often one of the largest expenses in event planning. Be transparent about your budget constraints to ensure that you find a venue that aligns with your financial resources.
Objective and Goals: Your chosen venue acts as the canvas upon which you build your event experience. It should support and elevate the objectives and goals of your event. Whether you aim to raise funds for a charitable cause, introduce a prominent figure to the community, foster team building, or simply create a memorable experience, your venue should align with these objectives. Consider the style, functionality, flow, and available amenities of each potential venue to ensure that it complements and enhances your event goals.
Attendee Experience: The impression your event leaves on attendees is a crucial aspect of its success. Multiple factors contribute to the overall attendee experience. Begin by considering the ease of access to the venue, including transportation options and parking availability. Evaluate the venue's amenities, such as restrooms, Wi-Fi access, food and beverage options, and food and beverage services. It's essential to have contingency plans for inclement weather and ensure that the venue can accommodate the necessary equipment, such as stages, seating, sound systems, and lighting. By discussing these considerations with your team, you can identify the key elements that are important for your event and use them as criteria for selecting the ideal venue.
By carefully considering these event parameters, you can build a comprehensive event plan, create an effective RFP, and develop a Venue Comparison Chart to guide your venue selection process. Taking the time to evaluate potential venues based on geography, budget, objectives and goals, and attendee experience will increase the likelihood of finding the ideal Central Florida venue for your next corporate or nonprofit event. Remember, the venue sets the stage for your event, so choose wisely to create a remarkable and successful experience for all attendees.
As a seasonsed event and communication strategist working exclusively in Central Florida, I have created many tools and tricks - normally reserved for our clients. Here I am opening up a valuable event planning hack - free of charge, check it out to significantly minimize the time you and your planning team need to spend on venue selection.