Why are venues important in creating the right event atmosphere?

20 June 2022

You know what type of event you want to host for your business or stakeholders but that’s just the first step. Now you need to figure out where to hold your event. Whether it’s an incentive, meeting, conference, or something different entirely, finding the right venue is crucial to ensure you create a memorable event.

Picking the right venue goes a long way to ensuring that your event has the right atmosphere. That’s where venue finding experts come-in, ready to take your brief and recommend a selection of the best matches. We will dive into the why’s and how’s of creating the right atmosphere for your event through venue

What do you want to achieve with your event?

The first thing you need to do is define what it is you want to achieve with your event. Are you looking to incentivise your staff with rewards? Is it a product launch aimed at showcasing your latest development? Or are you meeting with stakeholders and business partners to discuss a new proposal? Whatever it is, you have a goal in mind which will tie in with the tone you want to set for your event. From here you can start building the requirements for your event venue.

Is your venue suitable for your event?

Suitability is the first thing you need to consider when it comes to venues and before we get into building atmosphere. If your venue isn’t suitable, it’ll have a knock-on effect on the overall effectiveness of your event.

Now, suitability comes in a variety of forms when it comes to venues. Does the venue meet the requirements of your event? This is to do with capacity, functionality, and other practical aspects of suitability. Your atmosphere will suffer if you cram all your clients into a room that clearly isn’t doesn’t have a large enough capacity.

Next, consider the layout of your venue and whether it’s suited to your event. Lecture halls are great picks for a conference but not so much for an incentive. Many venues have different seating options from theatre, to cabaret, boardroom, or configurable rooms depending on your requirements. Your choice will depend on whether you want to encourage discussion between your guests, food and refreshments considerations and access for guests, hosts, and keynote speakers.

Does your venue complement your event plan?

You have made the key decisions on what the goal of your event is and how you’d like it laid out. Now it’s time to work on your venue selection. It’s best to have a variety to choose from as you can’t guarantee a venue will be available on your preferred dates. It might be worth considering the pros and cons of each venue you’ve selected and decide which would be the best choice. An event agency or venue finder will do this for you but ultimately the final decision will be down to you.

The venues you choose should ideally complement the type of event you want to run. Is it going to be a black-tie event? Or more Business centred? Do you want your guests to relax and let loose? Or something entirely different? Whatever it is, you want your venue to reflect that. A high-end hotel would suit a formal, black-tie event best. Meanwhile, a trendy bar is ideal for creating a setting where you want your clients to have fun and enjoy themselves, rather than focusing on work.

Does your venue need decorating to accentuate your event?

You don’t always need a venue that perfectly matches your event, and sometimes it isn’t possible to find. But there are businesses dedicated to decorating venues to suit events. The benefit of this is it opens a whole range of venues to you, including blank space venues which you can read more about here.

Decorating can go a long way to improving the atmosphere of your event. This could be branding your event to help increase visibility and improve advocacy. If it’s a product launch event you can have that incorporated into the décor to create a buzz surrounding your new launch. Themed events also benefit massively from set decoration to create a fully realised event. But regardless of the type of event you have planned, putting some thought into decoration can help create a better atmosphere for your event.

Do you need inspiration for your next venue?

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Choosing the right venue can be a difficult task but our expert venue finders and event managers are at hand to help you make the perfect selection for your event. If you want our help creating the perfect atmosphere for your next event contact us now.