As in-person events return to our clients’ schedules, many event producers are looking for the perfect spaces to plan upcoming gatherings of all kinds. Thankfully, it’s easier than ever to source great venues – sometimes, the best options can even be determined before ever stepping inside a space. As we seek to create what matters at Redstory, online resources are invaluable tools in our venue sourcing. Here are our go-tos:
After conducting online research, we send out Requests for Proposals (RFPs) to our top few venues. Typically, these proposals can offer much more detailed information about the venue and its capabilities than an online search could, and it helps us narrow the field even further until we land on the perfect spot for our clients’ next event. Whether we’re searching for a venue online or sending an RFP, we use four main pillars to determine which venue will work best for our needs.
This is the first and most important determining factor for any event we produce at Redstory. Whether we’re hosting a conference here in Nashville, or setting up a private corporate event states away, location is the driving factor behind countless logistics. If you’re searching for your next venue, make sure to consider these questions:
Of course, a client’s budget is an important factor to consider in event planning and production – but sometimes, that price tag isn’t as simple as it seems. As you look over quotes or RFPs from venues, make sure to do a side-by-side comparison to see what’s included! Two of the biggest variables are accommodations, a must for multi-day events, and food and beverage, which can range widely based on menu and serving style (a buffet has a different price point than a multi-course, table-served meal). As you read over your quotes, make sure to check for the following list of less-obvious inclusions or exclusions:
You’ll likely be producing every aspect of this upcoming event for your clients, from aesthetics to technology. It’s important to consider how you’d like your guest to interact with the space – and with each other! To source the right venue, consider the flow of the space, deciding how each part of it will be used during the event. Will you have smaller meeting rooms for breakout sessions? Will you need coat rooms for storage or lounge areas that promote conversation during down time? Where will attendees eat, and how will they enter and exit the space? Having a clear plan for the space will help you find a venue that can truly accommodate that plan with ease. And when it comes to technology, be sure to get specific answers from the venue before signing on the dotted line:
As you’re deciding which venue is the perfect fit, don’t forget to consider the personnel you’ve interacted with. After all, venue staff can make or break your event – or at least your experience creating it! If your venue contact is friendly, accommodating, and knowledgeable, you’re in luck. Make that person your best friend, and your event will go much more smoothly.
If you need help creating a unique, immersive experience for your next event, we’d love to hear from you and see how the Redstory team can bring your dreams to life. Email firstname.lastname@example.org to set up a conversation today.