Venue Finding Tips From SOS Meetings

May 15, 2012 - PRLog -- Finding a venue for any sort of event, be it a formal gala, an informal workforce party or a teambuilding activity session, can be tricky at the best of times. Factor in budgets and booking times, as well as availability and location, and venue finding can fast become one of the most difficult aspects of the whole event. In an age where the phrase ‘time is money’ is more relevant than ever, and where businesses are attempting to make full use of their every resource to stay ahead of the game, making these events count is vital, and finding the right venue is imperative to an event’s success. Whether searching for a large or small venue for teambuilding or a conference, follow these venue finding tips from expert venue finding agents, Sundial Options and Solutions;

1.   Have A Clear Brief
Establish the objectives of the event well ahead of time. Is the aim to encourage co-operation and teamwork among employees, pitch a new product or welcome new clients to the fold? Identifying the purpose of the event early on will help to clarify the sort of venue that will be required, and will help to prevent any costly last-minute changes. Distinguishing the parameters and flexibility of the event can also be vital at this point in the venue finding process; the number of guests, the amount of food and overnight accommodation figures could all fluctuate at a moment’s notice, and these eventualities should be prepared for.

2.   Identify A Budget
One of the easiest mistakes to make when planning an important event is to go over budget in an attempt to make it memorable. However, leftover food, empty seats due to excitable overbooking and a huge final bill do not a successful event make. If working with a venue finding agency, inform them of your budget; they will do their utmost to ensure that the intended outcomes of the event are achieved without breaking the bank.  

3.   Establish Suitability
Once you have a venue in mind, it is important to ascertain its suitability for your event. If arranging an important conference, find out about the facilities. Does the venue have suitable technology for presentations? Is there natural daylight in each conference room? Even more basic; will all delegates fit comfortably into this room without it being too hot or crowded? If planning a formal meal, does the venue offer vegetarian, vegan, halal or gluten-free options? For team building exercises, does the venue have adequate outdoor space in a tranquil environment that will promote focus? Check for disability access if necessary, and ensure the location is accessible enough for all delegates. A venue finding agency will generally have all of these details to hand and will be able to answer any queries about a potential venue.

4.   Book In Advance
After having established the right venue and thoroughly checking its facilities, it is worth trying to book as far in advance as possible. Many venues will have offers on advance bookings which can include discounts, upgraded meals or a higher allocation of rooms. Booking in advance can also allow a level of flexibility should there be cancellations or a change in requirements. Meetings management agencies have plenty of information about what to do in case of a cancellation, and they can also help to find the cheapest deals when booking far enough in advance.

Sundial Options & Solutions provide a range of meetings management and venue finding services. To find out more visit http://www.sundialoptionsandsolutions.com or call 01604 731 731.