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Alumni Chapter Leadership Blog

 

The 5 Most Important Points for Choosing Your Venue

March 21st, 2014

venueIt’s like they say: location, location, location! 

A major piece of the event planning puzzle is choosing your venue.  Making sure the venue fits your guests’ needs and event goals is important when planning a successful alumni event.  Here are five points to consider when you are deciding on the perfect venue for your event!

1. How many guests will the venue hold?  When making decisions about where to host alumni, always make sure the space you choose allows room for alumni to feel comfortable.  When your guests feel like they have room to move freely and mingle with ease, the atmosphere becomes pleasant and enjoyable. However, on the other side, be sure not to over-estimate your space needs and end up with a room that feels empty.

2. Are catering options available? If the alumni event you are planning involves food and beverages, it’s a good idea to ask the venue if they offer catering.  Catering can save a lot of stress: often venues have a full on-site kitchen available for use, and they will provide you with several options, as well as cost-saving packages. Remember that some venues require you to use on-sight catering or charge a “serving” fee for the food you bring in, so don’t forget to ask about all your options.

3Will your venue provide audio/visual equipment or decor to use?  It never hurts to ask!  Double check that the facility has the capability to support your goals.  If you are planning a presentation, would like to play some music, or have an idea for decor, ask the venue if they will be able to meet those needs for your event.   

4. Does the venue fit in your budget? This is probably the most important point, as you don’t want to end up with a venue that is out of your price range.  Remember, a great alumni event is not determined by the cost!  Make sure to come up with a budget before you start planning, and stick to that budget.  Shop around at several venues and go with the biggest bang for your buck.

5. Make sure to take a tour of the venue before the event!  Once you have found your perfect venue, go ahead and schedule a tour of the space.  Start thinking about how you would like to set up and utilize the space to create the type of event you have in mind.  If you tour the venue before hand, there will be a less likely chance of any unwanted surprises the day of your alumni event!

The best plan for venue shopping is to inquire about all your available and compare them on the above points of capacity, catering, equipment, cost, and layout. Armed with all your information, you’re sure to choose the best possible spot for your next alumni event!

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