When you’re planning an event, it’s always advisable to go into your venue search with your attendees’ experience in mind. Too often hosts are underprepared for their events because they didn’t check all the boxes when deciding where to hold their function. Whether it’s a business convention, a wedding reception, a birthday party, or any other event requiring a large space, the research is vital. Event spaces that provide superior convenience, such as New Psalmist Retreat & Meeting Center, can help save you time and money when planning your next gathering. To help you decide which space is right for you, here are three key areas to explore when you book your next event!
Location, Location, Location
The number one thing to consider when planning your event is the convenience for your guests. You’re hosting the function for their benefit, so you have to do everything possible to optimize their experiences. The location of your event space is a huge part of that convenience for a couple of reasons.
First of all, it affects their costs involved with attending your event. Will your guests need flights? If so, is the venue near a major airport? Flying into major airports is generally much cheaper than smaller, private ones. Additionally, larger airports often have ride services (buses, taxis, etc.) and rental car agencies on-site to make your guests’ travel arrangements simple. If they’ll be driving their own vehicles, there are other considerations. Can they find free parking, have to take toll roads, and so on? Try to choose a location that will help your guests avoid as many unnecessary fees as possible.
Secondly, is your venue in a location that offers access to local luxuries? If guests are coming into town for a few days, many will want to experience the native culture. Is your event space reasonably close to bars, hotels, restaurants, or local points of interest? Make sure you give your traveling guests reasons to want to come to the area aside from your event.
Comfort is Key
One of the worst things you can do when choosing your venue is to pick something too small. Give your guests space to breathe by intentionally overestimating the size you’ll need. This prevents chaos if more guests than you’re expecting show up. This can also help you avoid surpassing the legal capacity of buildings established by the local Fire Marshal. Additionally, depending on the local climate, consider an event space that supports guests being both inside and outside. Events with a lot of people can get warm and feel crowded at times even when there is plenty of space. Many attendees will appreciate the option to step out for air if they need it.
Don’t Underestimate the Value of Amenities
The amenities offered by your event space not only enhance the experience of your attendees. They also can save you a few dollars. Things like A/V equipment, tables and chairs, and catering can be expensive and require a lot of back and forth communication if you use separate vendors. Venues that offer these amenities or services as part of their packages can be cheaper than outside sources and help save you the headache of organizing logistics. It leaves you more time to figure out the details of the event itself while feeling confident the comfort of your guests is covered.
Slacking on that initial research can quickly ruin whatever event you’re planning on hosting. Taking a few minutes to make sure a venue suits your needs can pay dividends in attendee experience, saving you from the hassle of many last-minute problems.
If you have an event coming up in Baltimore, give New Psalmist Retreat & Meeting Center a look. Call today to see how we can help provide your guests with the optimal experience at your next function!