Ensure Event Success by Choosing the Right Venue

Choosing the right venue helps your event succeed

Choosing the right venue can make or break an event. The right hotel venue has the power to elevate your occasion into something truly memorable and impressive. Whether you’re planning a conference, seminar, wedding, or cocktail party, there are several key factors to consider to ensure you select the ideal setting. Let’s explore the must-have aspects to ensure your venue choice adds to your event.

Accommodating the Event

One of the first considerations in choosing a venue for any event is ensuring the venue can comfortably accommodate the number of attendees and all the featured fittings, props and decorations. Look at the room’s capacities and ensure there’s enough space for all guests to move around freely. You’ll also want to think about any dance floors, ice sculptures or any other large items your event will require and make sure there’s both floor space and the necessary headroom to accommodate them, as well as any stage lights needed to illuminate them.

You’ll also want to check if the venue offers accessibility options like ramps, elevators, and restrooms that cater to those with disabilities or limited mobility.

Matching Your Event Theme

The venue should align with and amplify the overall vibe and theme you envisioned. An industrial-chic, modern space may be perfect for a tech conference but could feel out of place for an elegant, classic wedding. Consider the venue’s location, architectural style, decor, and ambiance to find an aesthetic match that creates a cohesive, elevated experience.

For example, if you want a natural theme, you could choose a venue in a hotel garden. A fashion event would be perfect in a venue with a unique, stunning décor that could be used as a backdrop, and so on.

Choose a Venue with the Right Resources

When choosing the right venue for an event, consider your equipment and service needs. Does the venue have the proper equipment and staff to facilitate a smooth event? Essentials include audio/visual capabilities, WiFi, staging, parking, and enough chairs and tables to accommodate guests. You’ll also want kitchen facilities if food service is required. If you’re staging a large multi-media production with elaborate lighting, you’ll also need a three-phase, 100-amp power supply. And, of course, having dedicated event staff to provide setup and coordination services is hugely beneficial.

Be sure to coordinate with your chosen hotel to find out which services they will be handling and which services you need to source elsewhere to ensure nothing is overlooked or forgotten.

Appropriate Layouts & Dimensions

Room dimensions and layouts are critical. You’ll want to ensure the venue can accommodate your specific setups, like theater-style seating, classroom configurations, or banquet tables. Navigating cramped spaces or awkward room shapes can negatively impact the event experience. For example, if you’re doing presentations with projected imagery, ensure there are no pillars in the room that will impede the audience’s view.

Catering & Refreshment Options

Choose a venue offering unique catering menus

If food and drink service is part of your event, you’ll want robust catering capabilities. Does the venue have an experienced in-house culinary team and facilities to provide plated meals, buffets, passed hors d’oeuvres, a bar, etc.? Or do they allow you to bring in your own preferred outside caterers? Either way, quality and flexibility with refreshments are essential.

If the hotel will be catering your event, work with them to create a menu that ties in with your theme and schedule a tasting beforehand.

Negotiate the Cost of Your Chosen Venue

In addition to the main event room, think through any additional spaces you may need, such as staging areas, dressing rooms, breakout rooms for workshops or speakers, or even an area for displays or vendors. The sizes and quantities of these auxiliary rooms can impact venue capabilities and overall cost.

Try not to lock yourself into a specific venue too early. Wait until you have a good idea of the total scope of the event before shopping for venues. This puts you in a more favorable position for negotiating package deals that include the total number of rooms and all the ancillary services you’ll require.

Book Your Event at Riverine Place Hotel and Residence

Are you looking for the perfect venue for your upcoming event? Consider hosting at Riverine Place Hotel and Residence. We have a range of versatile hotel conference rooms perfect for any event. Our dedicated event staff and world-class amenities provide an exceptional and memorable experience for conferences, seminars, weddings, cocktail parties, and more. Contact us today to start planning your event!