Planning an event can be stressful. From deciding on a budget, creating a theme, to booking keynote speakers and finding a venue there is so much to do!
Fortunately, services like ours not only serve as a venue finding agency but we also offer events management in London to help you make the best decision.
But if you find yourself in need of advice for what to do when the time comes to book a venue, we can help there too.
Making a mistake when it’s time to book your venue can be costly. Instead of making a mistake, why not browse through our list of 20 things you should never do when booking a venue.
-
Sign a contract without viewing the venue.
One of the primary recommendations we make to our clients is to always view the venue first. As a free venue finding agency, we will view the event space for you, but if you opt to go it alone be sure to at least make a drive by of the location before you sign a contract.
-
Take the first price offered by the venue.
This is one of the biggest mistakes that event managers make. Don’t fall into the trap of believing the first price is the only one you can get. It isn’t. Many venues have wiggle room on their pricing, sometimes all you have to do is ask.
-
Forget to ask about discounts.
Some hotels offer discounts to members or card holders. Be sure to research available discounts for certain memberships. You might be surprised by what you find.
-
Pay a commission for venue finding services.
You should never pay to use a venue finding agency. At Conferences Group, we offer our services as a free venue finding agency so you can get all the services you need without paying us anything.
-
Overlook your number of delegates or attendees.
One of the first orders of business is to get RSVPs for your event. Don’t book your venue until you have that. If you do, you could end up booking a venue that is too big (causing you to overpay) or too small (hurting your event).
-
Choose a space with limited parking if you have a large attendance list.
We can’t tell you how many of clients came to us after they booked a venue that didn’t have the parking bandwidth to handle their event. A good rule of thumb is to have enough parking spaces for each ticket holder or the least half of them.
-
Give your venue a reason to charge you more.
Why ask for amenities you don’t need? Your event should be good for your attendees, but that doesn’t mean you need all the latest technology. Ask yourself what you need to get by and then book a venue that fits that bill.
-
Forget to discuss amenities such as catering and accommodations.
Often catering and accommodations are available at your venue. However, if you don’t ask about them you may not know they’re offered causing you to pay extra for those services elsewhere. Ask first before booking.
-
Perform your own site inspection
Why do it yourself when you could hire your venue finding agency to do it for you? At Conferences Group, we will perform a site inspection for you so you don’t have to worry about the event space not meeting your expectations on the big day.
-
Fail to ask if there are backup options available should a double booking happen.
Overbooking happens, but it doesn’t have to destroy your event. Inquire about available backup options upfront so you know what to do if things go awry.
-
Fail to read the fine print.
Always, always, always read the fine print. Note anything that could have negative consequences on your event. Make sure you list deposit fees, interest for late payments, final payment due dates etc. so you know what’s required and when.
-
Booking a venue with no natural light.
Natural light is important. Trust us on this one.
-
Fail to check if the venue offers wi-fi.
Wi-Fi is critical for all team members, so make sure it’s included before you book your event.
-
Forget to get a written estimate.
If it’s not in writing, it doesn’t exist. Your contract should be sent over to you long before you put down a deposit so you can review it and have it there should anything go wrong.
-
You focus on promotion instead of the actual venue.
Sure, promotion is important, but so is your event. Pay attention to it or have someone do it for you.
-
Not visiting the location before booking.
At the very least check out your location online before you book it. Issues like cleanliness, the friendliness of the staff etc., can only be discovered in person.
-
Not investigating nearby accommodations.
If your venue doesn’t offer accommodations you need to see what is available nearby before you book it.
-
Feel like you can’t afford to use a venue finding agency.
Don’t! We are a free venue finding agency so there’s no excuse not to use us!
-
Wait until the last minute to book.
It’s never a good idea to wait until the last minute to book your event. Premium fees will be tacked on to your costs.
-
Not asking if guest transportation is available.
Again, don’t pay for something you don’t need if it’s already included, and the only way you can find that out is if you ask.
Have more questions about event management in London? Then connect with us! We’ll help you find a venue that’s right for your organisation.
