Choosing the right venue can make all the difference in ensuring a successful and memorable event. To help you navigate this crucial decision, we’ve gathered top tips from Liv Fripp, the Museum’s Conference and Events Commercial Manager. Liv offers invaluable insights to make your event planning smoother and more effective. Read on to discover her top tips for choosing the ideal venue.
Planning a conference or event can be a daunting task, with countless details to manage and decisions to make. From selecting the perfect venue to coordinating with guest speakers and ensuring every detail aligns with your vision, the process requires meticulous planning and organisation. At Haynes Motor Museum, we've hosted numerous successful events, and we understand the complexities involved.
Whether you're a seasoned event planner or organising your first major conference, these practical tips will help you navigate the venue selection process with ease. By focusing on the fundamentals and planning well in advance, you can create an unforgettable event experience for your attendees. Let’s dive into the essential strategies that will set your event up for success from the start.
Understand the fundamentals of your event
What are the non-negotiables of your event. Are you planning a guest speaker that has limited availability? You could find the perfect venue, only then to realise they haven’t got your one and only date available – start your enquiries with your non-negotiables to narrow down your venue options.
Breathing Room
Wherever possible plan as far in advance as possible, you are more likely to have flexibility i.e if your key presenters or suppliers have more availability, this will give you flexibility for venue selection and may even lock in a better price. If you know you are planning more than one event – ask your suppliers about multi- event discounts. For events hosting more than 80 delegates, plan at least 9 months ahead, ideally a year in advance. Venues and suppliers are quickly reserved, especially during peak corporate seasons from March to June and September to November. Consider scheduling your event during off-peak dates and ask your suppliers about available dates that could align with your budget.
Location, Location, Location
Consider expanding your location area – you may get a much better venue for your budget. You can always allow time in the day for delegates to travel or provide a shuttle bus if budget allows, especially if you secure a better rate for the venue itself. Here at the Museum, we welcome companies from across the southwest and beyond, located just off the a303 we have great links and often welcome delegates from far and wide. Perfect for companies who have multiple offices or have hybrid working patterns.
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Site visit
Meet the venue team and see the spaces. Wherever possible, plan a visit when the venue has rooms set up for an event so you can visualise and see what will be available to you on the day. Take photos (with permission) so you can reference or show other decision makers if they aren’t able to come along. Ask about any extra perks that can be included, here at the Musuem we have the unique opportunity to welcome delegates to explore the exhibits and see the collection during their lunch break or as part of a breakout session during the day – the perfect ice breaker and wow factor to make your event extra memorable.
Delegate journey
Walk the route and consider every stage of the ‘customer journey’ - ask about parking available and if there are costs involved, ask to see the toilet facilities, check if you will be required to share the facilities on the day with other events or visitors. Nothing worse than a long queue especially if you have a tight schedule to work to. Ask about wet weather contingencies if you are planning any outdoor activities, to avoid the unexpected on the event day.
Don’t be afraid to ask
Question as much and more than you think you need; we have heard them all! The more information you have discussed in advanced, the better equipped you will be in your planning, with fewer surprises along the way.
Our Events team are happy to help provide further advice or speak to you about how we can create the perfect space for your event! Get in touch with us on 01963 407038 or email venue@haynesmuseum.org
6th August 2024