The concept of an event is invariably associated with the image of the location. While the event venue is vital, a meticulous planning is indispensable. Routine venues (conference centers, meeting halls, convention halls and hotels) are the first line of thought for venue planners, but then unconventional event venues can also be a part of the selection mix – historical and exotic venues, cruise ships, parks, ranches, ski or beach resorts and even forts and palaces. Unique venues not only add unique flavors to the event but are also easier on the budget.

Venue selection: Facts and factors
Star or recognized venues have always a very hefty price tag, but then they are readymade for an event – it’s the plug-and-play feature which makes them so lucrative for the event planners. The magnitude and minuteness of planning is increased if an out-of-the-box venue is finalized. The complexity is compounded if an outdoor event is organized – as this entails additional planning for weather, power & water supply, washrooms, permits and venue fees. A fundamental checklist for venue planners always includes the following…

• Know your numbers: It is always good to have an approximate figure for the attendees – R.S.V.P your invitation
• Comfort & Convenience: It is critical that the delegates find the venue and transportation comfortable
• Venue Track record: The number of successful events hosted at a venue will provide right steroids for your event
• Indoors vs. Outdoors: Event wisdom dictates that climatic and weather conditions need to be factored in your venue selection
• Security: This is paramount to everybody – guests and organizers. Nobody likes to attend an event at the cost of their lives.

Planning for success
The easiest of battles are lost in the absence of a plan. Event management requires a 360* approach towards collaboration and creativity. There is no standard for an event roadmap – the ideal plan considers the type of event, venue and the audience. Top event planners would vouch for mock drills running up to the event – takes away any nerves in the event volunteers and also provides the opportunity to rectify minor mistakes.