MEETING PLACES

RIGHT TIME, RIGHT PLACE

A meeting or event venue plays a major factor in an attendee’s experience, which is why choosing the right space is so important. Meetings presents some exciting options you may want to consider.

Lacking hygiene protocols. Difficult to access. Poor service. Bad food. No parking.

If your delegates have this sort of feedback on your event venue, it may completely overshadow how informative, interactive or innovative your event is. With venue hire forming a major chunk of the costs associated with producing your event, don’t settle for what appears to be within budget without understanding what you’re in for.

SCOUT OUT YOUR VENUE

There is a reason that many event organisers choose to have meetings and events at the same venue each year – they are comfortable and familiar with the space and, by the second year, they would have built a good relationship with the venue’s management team.

Unless you have hosted an event at a particular venue in the past, research this extensively; do as many site visits as it takes to understand the space you are working with, inside out. Speak to other event organisers who may have used the venue in the past on their experience working with the management team. Word-of-mouth recommendations from your peers are most likely to provide you with the right information you need to decide on your venue. Weigh up any negative reviews and whether these were a once-off incident or whether they might be a factor in how your event takes shape.

VENUE AND INFORMATION ACCESSIBILITY ARE A BIG DEAL

Making sure your venue is as central as you can manage it – for wherever the majority of your delegates are coming from – and that there is enough parking, or a drop-off zone close enough to the entrance is key. Getting lost or confused on where to go does not set the right tone for your attendees; signposting and clear directions with this information are often overlooked.

Liaise with your venue on ensuring attendees can easily find their way in, out and around your venue, and try to provide as much of these details ahead of your event – either on your event app or in an informative email that goes to your attendees. If you have enough resources and a large enough budget, appoint staff on the ground to help chaperone delegates around the venue.

All else failing, have a number for attendees to call where they can be assisted with this sort of information. As we have seen during the Covid-19 pandemic, information goes a long way to providing the right level of reassurance to delegates, so take care to ensure your communication and instructions are clear and easy to understand.

PROTOCOLS ARE AN EVEN BIGGER DEAL

Health, safety and hygiene protocols simply cannot be ignored. Currently, in South Africa, events taking place need to be capped at 750 people indoors and 2 000 people outdoors. Together with the mandatory wearing of masks and adherence to physical distancing of at least 1.5 m, these protocols, among others, are intended to significantly minimise the risk of infection.

“The first crucial consideration when deciding on potential venues is health and safety. Given the emergence of the Covid-19 Delta and now Omicron variants, which are significantly more contagious than previous iterations, event planners must stay especially vigilant to avert potential outbreaks at the event venue. Therefore, you have to ensure that the venue you choose follows local health and safety guidelines. That is not only in theory, but the venue should have written safety protocols and policies to minimise the risk of Covid-19 infection,” writes InEvent, an events software company.

Another consideration is to explore venues with outdoor spaces, as the risk of spreading infection is significantly reduced, although inclement weather may be a factor, so negotiate flexibility with your venue.

As a final measure, InEvent recommends that if your venue of choice is indoors, ask if their ventilation system includes air purifiers that eliminate the presence of Covid-19.

TIPS FROM THE PROS

Finding the perfect venue can be a challenge. A venue receives an enormous amount of focus from event organisers because it can be a key deciding factor in an attendee’s participation. This is nothing new; however, Covid-19 has impacted how events are run, and your venue also now needs to safeguard your delegates. Here are some of Cvent’s top tips to consider when selecting your venue:

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INCREDIBLE SERVICE CHANGES THE GAME

TECHNOLOGYFOCUSED VENUES CHOOSE A VENUE THAT MATCHES COMPANY IDEALS

PERSONALISATION MATTERS VIRTUAL EVENTS

EMBRACE ALTERNATIVE SPACES

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There’s something to be said about the venues that really know what they’re doing. Attention to detail and observant staff can be a game changer. Attendees want to be treated like VIPs. Find venues that will cater to the VIP experience and help you provide everything attendees could want – and more. As a result, your venue will add to the attendee experience.

Venues are doing amazing things with technology. From robots to automation, tech can spice up a venue. Technology can help create engagement and creative spaces. As always, make sure that the venue has strong Wi-Fi – your attendees will notice if it doesn’t! Finally, make sure there is someone on-site from the venue to help if the technology in the space malfunctions.

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If your organisation is focused on sustainability, choose a venue that embodies those ideals. Focus on health and wellness, then pick a venue that can accommodate workouts, massages and more. Above all, the venue should reinforce the purpose of the event.

Some venues are blank palettes and some need to be dressed up. Planners have created incredible spaces out of blank canvases. Brand and personalise a blank space to appeal to attendees. Industrial spaces offer a raw backdrop that can be dressed up or down. Above all, they give you a chance to create something unique from scratch.

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While face-to-face events are irreplaceable, virtual events can fill a void when attendees aren’t able to travel far or have a limited budget. From virtual-reality options to live-streaming, think about hosting your event online. As a result, you’ll be able to increase the number of attendees by catering to their needs.

Venues aren’t limited to hotel ballrooms and convention centres. Rather, they can happen anywhere. Bars, theatres, wineries and more can host events that inspire – there are always new spaces to explore. Push past the expected and look for venues that offer a little something extra. Attendees are looking to attend events at venues that are cool and Insta-worthy. Look for spaces that are off the beaten path or a little quirky to add a cool element to your event. Additionally, keep in mind attendee demographics when picking a space.