When it comes to organizing an event, you will be bombarded by many decisions to make. Selecting a venue is one of those decisions. The event date, catering options, and the experiences of your guests will have the major impacts by the type of venue you choose. It may sound a bit intimidating, but it doesn’t have to be. You just have to follow some tips when you choose an event venue in Miami.
When to seek a venue?
The earlier you seek, the better. Once you learn the budget, estimated event size and space needs, you can begin the search. You need to book a venue at least 4 to 6 months prior to the event so that you can plan other aspects for the event like catering, website, event brochures etc.
Factors to Consider
If it is a local event then you must always seek a venue within the place where it can be easily accessed by your guests. If people are coming from out of town, then seek venue near their hotel or airport. No matter what you seek, always keep traffic, conveyance and parking options in mind.
Check if the venue has a parking lot or valet parking. If not, then check if there are any parking lots nearby where the attendees can use. If there is none of those, then you can either reserve the nearby parking lots or let the guests pay when they park. You can also offer cab services at discounts for your event.
- Capacity and minimums
You may need to know the capacity of the venue because, 500 people cannot fit in a 250 people capacity room. And there are also many fire and safety rules which the venue has to pay heed to.
If your venue offers food and beverages and sets a minimum spending amount, make sure that the past records for the FnB in the last events align with the minimum. If your spending is more, you’d be a good customer for them. Also ask for a complimentary service in return.
- Services and amenities
Check if the venue has a kitchen and they offer catering services. Ensure to check their food in advance. If the venue offers their own tables, chairs and linens that would be great too as it will help you save a lot of money and effort. Check if they also have a setup and cleanup crew. If they don’t, you may have to find volunteers.