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

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