Key Factors When Choosing a Venue
Choosing the right venue for your event goes beyond just selecting a space based on its size or location. From an audio-visual perspective, there are several key factors that can make or break the success of your event. Knowing that, we’re going to share what makes a venue right from an AV standpoint, so you can make informed decisions in selecting your next event space.
Check the Contract: One of the initial steps in evaluating a venue is to carefully review the contract. Besides the standard terms and conditions, pay attention to any clauses related to audio-visual services, rigging, and power. Many venues charge additional fees for these items and if they are not negotiated ahead of time, it can be a shock to the budget and a limiting factor to for bringing in an outside AV company. However, partnering with an external AV provider can often save you significant costs compared to relying on in-house services bringing in an outside AV company. Ensure you fully understand your options and associated costs.
Consider Space Requirements: In addition to determining how many tables can fit into the venue, consider the space needed for AV elements such as a stage, screen, and other activations or branding setups. Confirm the venue can accommodate these elements without overcrowding the space, which can impact the attendee’s experience.
Explore Branding Opportunities: Think outside the event room itself and find additional opportunities for branding and décor in areas like the lobby, escalators, and even bathrooms. Working with an experienced Event Design company can help you visualize and maximize these areas, enhancing the overall ambiance of your event.
Discuss Lighting Options: Ask about the possibility of flying lighting equipment. Flying front lighting can elevate it to a height that minimizes glare for presenters, creating a more comfortable and professional environment during presentations or performances.
Optimize Crowd Flow: Consider the flow of attendees throughout the venue. Discuss options with the venue staff regarding airwall configurations and seating arrangements that best suit your event’s objectives. Pay attention to how entrance doors align with the lobby and where the stage should be positioned for maximum impact on your audience.
High Ceilings: High ceilings are an advantage for any event venue, especially if you’re envisioning an elaborate setup with stage lighting, large screens, and audio equipment. They not only provide ample space to set up equipment but also allow for better acoustics and visual effects and enhance the overall audio-visual experience for your attendees.
Event Production Company: By partnering with an event production company early in your venue selection process, they will bring expertise beyond AV considerations, by helping you evaluate venues, uncover any potential limitations or challenges you may not have considered, and realize an inclusive audio-visual experience for the whole event.
ITA is your AV partner. We are available for site visits and consultations to understand your vision and how to maximize the event’s possibilities. We work to ensure that the venue not only meets but exceeds your audio-visual requirements.