You are planning a business meeting, conference or brainstorm session, as a meeting planner, head of HR or maybe just because you volunteered for the job. In the search of the perfect venue you’ve seen countless options that just didn’t spoke to you. But this particular venue.. Wow! But hold up.. Before you make the decision to book it, have you thought about the following things? Have you asked the venue owner about it?
What is the maximum capacity?
You don’t want to deal with the local fire department. So it is important to know the exact maximum capacity of the space. When you are in doubt if the space is big enough talk about options, perhaps an extra room or outside tents.
Is there Wifi?
In 2014 most of the venues have Wifi. But is it included in the price? Do you have to pay extra? And do you pay by person, data or per hour? Quite important right?
Are permits required?
Depending on what your plans are in and around the venue, certain permits could be required. Building a structure inside, serving alcohol or giving out flyers on the street. Check these plans with the venue owners, they know the local law.
What are the exact time slots?
It takes some time to set up your meeting, conference or session. Maybe you want to bring in goodie bags, have to build up stands or create a certain atmosphere with branding. Therefore it is good to know what the time slots of your contract are. Do you have time to break down and set up during office hours or do you have to buy extra time slots?
How about vendors?
Many venues have preferred vendors and some even have exclusive vendors. It has a lot of impact on the rest of your planning activities if the venue has exclusive vendors. Knowing this early on in the process of planning your meeting can save you a lot of time.
What technical equipment can be used?
Is there technical equipment, such as beamers and microphones, available? And can you use this within the contract or is this extra?
What other questions do you ask yourself before committing to a venue? Let me know in the comments, I’m curious!