Step 1: Choosing an event location starts with a good plan
Choosing an event location isn’t always easy. Whether the location suits your event depends on a lot of factors. Below you’ll find four important factors that you should consider before searching for event locations for a professional event.
The target group
Take into account the needs and expectations of your target audience. What atmosphere and location suits the target audience? A trade fair for Swedish furniture requires a different location than a professional business event. Consider which location is suitable for your guests.
Purpose and theme of the event
In addition to the target audience, you also want to consider the goals and theme of your event. For example, do you have a specific theme during your event? Then consider whether the venue fits your theme. More importantly, is the event organization able to fulfill your wishes? Find out in advance. In addition, an event often has a purpose. For example, gathering new networking contacts, launching a new product, attracting new customers, or organizing a large party that is profitable. Keep those questions in mind when considering the location.
Amenities
Next, it is also important to consider what facilities are available. For a professional event, this is much more important than you often think beforehand. You don’t want to be standing around with a non-working projector in front of your customers, network or guests. In practice, we see that this is often forgotten when choosing the location. There are plenty of beautiful locations for events. The venues where the organization is professional enough for a large business event are much more scarce.
Accessibility
When you want to organize a large-scale professional event, you also need to think about accessibility. How do guests get to the event venue? Are there enough parking spaces? Is the location easily accessible by public transport? For example, test it beforehand with the 9292 app.
These factors are a good starting point when choosing unique event locations. If you want more tips on how to ensure that your guests are enthusiastic about your event, read our previous article. blog post. In it, we explain more about which questions you need to be able to answer in advance to ensure that your business event is relevant to your intended target audience.
Step 2: Type of event locations
The possibilities are practically endless when you want to choose a location for a professional event. When you have a good idea of the type of event you want to organize, you can search more specifically and you will notice that you can make a better choice. Below you see a list of the most common types of event locations.
List types of event locations in a row
Hotels, restaurants and other catering establishments
These types of venues are often suitable for smaller events for up to 100 people. Some venues also have an outdoor area or extra space if you want to organize an event such as a wedding or 50th anniversary celebration. These are often fun and cozy venues. But when you want to invite a large number of guests or organize a business event, it often becomes more difficult with these types of event venues. Why? Because these venues often aren’t focused on organizing professional events.
Convention centers and large-scale accommodations
On the other hand, there are event venues that are completely focused on organizing large-scale professional events. Think of Ahoy in Rotterdam or Afas Live, for example. They have all the facilities to cater for thousands of guests. The downside here is that you often need a huge number of guests before you can even think about such a large-scale accommodation facility. Additionally, the investment you have to make upfront is very high. With these event venues, you can be sure that your professional event will be a success and that everything runs smoothly.
Unique event locations
Between these two types of event venues you will find venues that focus on organizing professional events and also offer a unique location. You can often find these venues with a number of guests ranging from 100 to 1000. Think for example of museums, warehouses, floating locations or castles. These venues are most suitable for organizing a professional event. There is room for creative design of the location, the right facilities are available and the organization will be handled professionally.
So, if you want to organize a professional business event, then look for venues that specialize in organizing professional events, offer a unique space, and accommodate 100 to 1000 guests.
Keep in mind that the difference between these types of locations can sometimes be very large. For example, an old castle can be a beautiful place, but they might not have the facilities for a fire event there. In that case, you might be better off looking for a location that has more experience with that.
Our location, the Eivissa, also falls under the category of unique event venues. View here or Eivissa it fits the goals of your event!
Step 3: Organization and budget
You now know almost everything about choosing an event venue for a successful professional event. In addition to the different types of event venues, you want to consider how you are going to organize the event and your budget. We discuss these two elements together because they often go hand in hand. The more attention and budget you spend on your event, the greater the chance that it will be a success.
But where exactly do you spend all that budget when you want to organize a professional event? And what impact does choosing the right location have on your budget?.
First of all, renting a venue often costs a large part of your budget. In addition, you incur costs for food, drinks, and the catering for your event. Then you need certain facilities. For example, do you want a band at the end of the evening? Then it also costs budget, time, and energy to promote your event.
Our main tip is to separate all these costs into two categories: the promotion and marketing and the organization of the day itself. Promotion and marketing can often be best handled in-house or outsourced to a party that specializes in it. For the organization of the event itself, you can choose to organize a lot yourself or to arrange a separate party for each component. However, that is often not the best for your budget and also not when you want everything to run smoothly and flawlessly. Read more tips on managing your budget and promoting your event here.
The best thing to do is to choose an event venue that also has the facilities for a professional business event, can provide catering, and has experience in arranging the event location in a unique way. Communicating with just one party also makes it much easier and more enjoyable to organize an event. We often recommend looking for an event venue where they can take care of everything if necessary.
Conclusion
Choosing the right event location can sometimes feel like searching for a needle in a haystack. There is just so much choice. By thinking carefully in advance about the goals of your professional event, you can start to filter out which type of location fits your plan.
Choose carefully and make sure that your event is a success!
