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And second, there are fire and safety codes that the venue has to abide by. First, 500 people (if it is your estimated event size) can't comfortably fit into a room with a 250-person capacity. What's the capacity? You'll need to know the room capacity of the venues for a few reasons.Related Tips: The Beginner’s Guide to Event Communication: Strategy, Plan & Tools 3.

Providing a valet may be essential if the event is an upscale event such as a gala. Offer valet parking for the event, even if the venue doesn't.A conference app like Whova provides a Community Board and a group chat feature to help on this. It would also be a good chance for them to interact with each other. Provide a way for attendees to share a ride or a cab with each other.

#AMBIENCE EVENT SPACE CODE#

You can negotiate with them to set this up and distribute the promo code to your attendees.

Take a look at Uber and Lyft discounts offered for events.

Reserve nearby parking lots for your attendees and either include the cost in the ticket prices, or have attendees pay when they park.

If there is no parking available, you're not completely out of luck - you have a few alternatives: But if that's not the case, see if there are parking lots nearby that attendees can access and use. Parkingĭoes the venue have a parking lot or valet parking? A venue with a parking lot is what dreams are made of. Whova won multiple awards including the People's Choice Award in the Event Technology Awards (also known as the 'Oscars' of event technology). For events with exhibitions, posters, or parallel sessions, interactive indoor maps will help attendees conveniently navigate. If the venue is within a large campus or institute, utilizing maps with pinned locations can help a lot. With maps, driving directions, and parking/shuttle information at their fingertips, your attendees will feel confident and assured heading into the event. If you want to reduce the chance for your attendees to be late, provide them with a mobile event app, which is essentially a standard these days. In whichever case, don't forget to consider traffic, transportation, and parking options. If many attendees will be traveling from out of town, a venue near the airport or their hotels will be beneficial. For a local event, you may be looking for a venue within a reasonable distance from most attendees' homes or places of work.

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Related Tips:: 8 Event Management and Planning Software that will Save You Time What to Consider When Searching for a Venue 1. Once you have a good understanding of the following 3 factors, you can begin your search for a venue: budget, estimated event size, and space requirements.īook a venue at least 8 months in advance so that you will have enough time to plan other critical things, such as securing great speakers, creating an event program and website, starting ticket sales, engaging with attendees, and more.

#AMBIENCE EVENT SPACE HOW TO#

Here are some guidelines about when to make decision, what to consider, and how to do better. Everything from the date of the event, speaker lineups, catering options, and attendees experience depend on the event venue and location you select.ĭoes this sound a bit intimidating? You don't have to feel that way. When organizing an event, you're confronted with many decisions, but choosing the right venue and location is the one decision that will have the largest impact on your event.