Event organising is a challenge especially if you are a newbie in the sense that you have to make a lot of decisions, which can significantly affect the overall experience of your guests. One decision that you have to make is choosing an event space for large group in Kuala Lumpur.
Remember that the date of the event, attendees and catering options are all affected by the venue you select. This sounds a handful but if you know how to find the ideal location at the onset, everything will be seamless and successful.
When to start looking?
When it comes to looking for a venue, the earlier the better. You have to understand three factors that can help you in your search – budget, estimated size and the space requirements. It is crucial that you book a venue at least four to six months in advance giving you enough time to plan other crucial things.
Now you know the timing, you can now commence with your search for the ideal venue. Here’s how to find the ideal location for your event:
Decide on the location
The location should be considered depending on the nature of the event and the expected attendees. For instance, if it is a local event, you should look for a venue within a reasonable distance from the homes or offices of most attendees. If you expect attendees from different towns, you should consider a venue near the airport or their hotels.
Aside from the nature of the event and the expected attendees, do not forget to consider transportation, traffic, and parking options. This is crucial to reduce the chances of your attendees to be late. It can help if you can provide the attendees with a mobile event app with driving directions and GPS maps.
Determine the capacity
You need to know the venue’s room capacity to ensure that attendees are comfortable and safe. To help you with this, you need to know the estimated event size. It is crucial that you can make an adjustment before or during your event. This is easy, as you only need to make a headcount and collect feedback through live polling. This will save you money and time.
Check the available services and amenities
You need to pay attention to the services and amenities provided by the venue. You should consider these basic things:
• Kitchen: if you are going to serve food and drinks, it is crucial that the venue has a
kitchen. If you allow the venue to do the catering, you can simply waive the facility fee so they will only charge a down payment together with the cost of food for every attendee.
• Tables, chairs, and linens: if the venue has tables, chairs, and linens, you can save a great deal of money and effort – as long as it matches your theme.
• Crew: a good venue should have a setup and clean-up crew. However, this is not always the case. If the venue does not offer this kind of service, you should put together a team that can help you with the ingress and egress procedures.
• Audio-visual capabilities: other venues will require you to bring audio-visual equipment. This may be inconvenient. You should consider a venue that has built-in audio-visual equipment for you to easily use.