How to Evaluate a Venue

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The right venue is key to any successful event. How do you determine if you have the “right” venue? Budget, audio visual requirements, and food and beverage are just a few of the many details to consider.

Ask about amenities

Ability to display banners or signage inside and out
Any restrictions when displaying event information
Availability staff/labour
Delivery or shipping and receiving access

View the facilities

Condition of the grounds and parking
Condition of carpet, paint, and décor
Condition and appropriately sized draperies, skirting, and any tables that the venue may have
Adequate space to hold your event
Flexibility to adjust room layout or tables
No visual obstructions within room
Indoor lighting (flexibility to adjust/dim sections)
Ability to control natural light
Limited noise distractions in hallways, behind walls, or outside on street
Is event room away from kitchen?
Nearby restroom access
Access to power + water

Inquire about audio/visual equipment

High speed internet access (wired/wireless)
Microphones: do they have or will your need to provide?
LCD projectors and handheld remotes
Appropriate screen sizes and draping options
Flat screen monitors, TV screens for video needs
Easels, white boards, and supplies
Outlets (# and locations throughout room)

Explore all catering options

Full service on-site kitchen operation
Detailed menu & serving options
Meet the executive chef if possible
Taste the menu you’re considering
Ability to accommodate special diets and food allergies and sensitivities.

Document your budget

Meeting and facility costs
Catering and décor costs
A/V & equipment rental costs
Office services costs
Guarantee policy
Complimentary services
Payment options