How to Choose and Negotiate the Perfect Event Venue

(Planorus) — Choosing the right venue is crucial to the success of any event. Whether it's a corporate meeting, conference, or social gathering, the venue sets the tone and can significantly impact your guests' experience. In addition to finding the perfect location, knowing how to negotiate terms can save you time, money, and stress. Here’s a guide to help you select the ideal venue and navigate the negotiation process effectively.

 

Key Considerations When Booking a Venue

1. Location and Accessibility: The venue's location is paramount. Consider proximity to public transportation, airports, and hotels, especially if you have out-of-town guests. The venue should be easily accessible to attendees, with ample parking or shuttle services available.

2. Capacity and Layout: Ensure the venue can comfortably accommodate your expected guest count. The layout should align with the event’s purpose—whether it's a theater-style setup for a presentation or round tables for a networking dinner. Also, check if the venue offers flexible spaces that can be adjusted to your needs.

3. Amenities and Services: Evaluate the on-site amenities such as Wi-Fi, restrooms, and catering options. Some venues provide in-house catering and AV services, while others may allow you to bring in your own vendors. Understanding what's included in the rental fee is vital to avoid unexpected costs.

4. Ambiance and Décor: The venue’s ambiance should match the tone of your event. For a formal corporate event, a sleek, modern space might be ideal. For a more relaxed gathering, consider a venue with a warm, inviting atmosphere. Visiting the venue in person or reviewing recent photos can help you assess whether it aligns with your vision.

5. Budget: Establish a clear budget before starting your search. When comparing venues, consider not only the rental fee but also potential additional costs, such as service charges, setup fees, and overtime rates. Remember to leave some room in your budget for unforeseen expenses.

Tips for Negotiating Hotel Meeting Spaces

1. Leverage Your Event’s Value: When negotiating, highlight the value your event brings to the venue. If you’re booking multiple rooms or services, such as catering and accommodations, use this as leverage to negotiate better rates or perks.

2. Understand the Fine Print: Review the contract carefully. Pay attention to cancellation policies, minimum spend requirements, and any additional fees that may apply. Clarify these terms during negotiations to avoid surprises later on.

3. Ask for Perks: Don’t hesitate to ask for complimentary services or upgrades. Common perks include free Wi-Fi, a waiver of the in-house AV department's "Liaison Fee" for using an outside AV company, parking passes, discounted room rates for guests, or a complimentary hospitality suite. These added benefits can enhance your event experience without increasing your budget.

In addition to the above-stated perks you should request discounted setup and strike days. This will allow your AV partner and other vendors ample time for setup, testing and teardown. 

4. Flexible Dates Can Save You Money: If your event dates are flexible, ask the venue about off-peak pricing or midweek discounts. Many hotels offer lower rates during periods of lower demand, which can result in significant savings.

Why Consider Using an Outside Vendor for AV Services

While many hotels and venues offer in-house audiovisual (AV) services, hiring an outside vendor can often provide better value and flexibility. Here’s why:

1. Cost Savings: In-house AV departments typically have set pricing structures that may not be negotiable. The in-house department typically has a commission-based contract with the hotel that inflates AV pricing for the consumer. An outside AV vendor, like Planorus, can often offer competitive pricing and customizable packages tailored to your specific needs.

2. Specialized Expertise: External AV vendors bring specialized expertise and experience to your event. They are often more familiar with the latest technology trends and can provide advanced solutions that in-house teams may not offer.

3. Personalized Service: Outside vendors are focused solely on your event, providing a higher level of personalized service. They can work closely with you from the planning stages through to execution, ensuring that every detail aligns with your vision.

4. Quality Equipment: External AV providers typically have access to a wider range of high-quality equipment. This ensures that your event runs smoothly with top-notch audio, video, and lighting that enhance the overall experience.

Selecting the right venue and AV services is key to a successful event. By following these tips, you can find the perfect location, negotiate favorable terms, and choose the best partners to bring your event to life.