How to Choose An Event Location That Supports Your Vision

Selecting the right venue is not only the first thing an event planner should do. It can certainly be one of the most daunting tasks you may encounter throughout your entire event planning process. And it should. The venue selection can influence your event experience not only by the atmosphere it creates for your guests but by how successful the event actually turns out to be.

Whether your event is a business conference, a new product presentation or demonstration, a charitable organization’s gala dinner, or even a large-scale community event – no matter the nature, you need to be cautious in the selection of the venue.

In order to select the right venue for your event, it is important that you consider several things beforehand.

Be Clear on What You Want From Your Event Before Choosing a Venue

An event attended by 80 corporate professionals is very different from an exhibition launch that would welcome about 500 people. Corporate trainings will require small rooms for training and proper acoustic system. Charitable gala dinners will require elegance, exhibitions require loading docks and space.

Related: Kickstart your event with a bang! Here’s how.

All your objectives for your event must guide every choice you make about the location. When you cannot define what your objectives are for your event, then you are making it exceedingly challenging to know if a space will fit your objective.

Define it. Communicate it to your team. Then, begin your search.

Location, Location, Location – Yes, That Old Adage Is Still Relevant

This may sound self-explanatory, but many events overlook the importance of the location of the venue.

Consider:

• – Location/Accessibility – Is it located near transportation? Is parking available? Events in places like Kuala Lumpur have good connections via MRT/LRT systems, but venues in other locations will be a challenge for attendees from all around Klang Valley.
• – Proximity to your target audience – If majority of attendees are expected to come from areas like Bangsar, Damansara, and Petaling Jaya, then even if you have found the most beautiful venue in Putrajaya, people might find it too far away.
• – Hotels in proximity – If you are hosting an event for multiple days or one where you want to accommodate guests traveling from another city, then it makes a big difference whether the venue is accessible to hotels or not.
• – Surrounding area – Whether the area feels like a trendy creative zone or more traditional hotel zone depends on the kind of vibe that you want your attendees to associate with the event.

According to a survey conducted by Malaysia Convention & Exhibition Bureau (MyCEB) in 2023, venue location and accessibility is considered as one of the top three considerations when it comes to satisfaction of delegates attending business events in Malaysia.

Size: Bigger Is Not Always Better

We often tend to oversize “for safety’s sake.” And there’s nothing like an empty feeling of a big hall filled with few people. No energy among guests. Poorly populated photo ops. Unsuccessful ambience created.

On the other hand, too many participants stuffed into too small a room mean risks in terms of fire safety and organization, plus a poor experience for your guests.

Make sure your venue accommodates your actual number of participants, and not those from your “wish list.”

Consider:

• – Space needed for comfortable standing or sitting
• – Space needed for the stage and technical equipment
• – Space required for registration and welcoming guests
• – Any extra space needed for interaction among guests

As a rule of thumb, choose a venue that will accommodate your expected number of guests at around 70-80% of its total capacity.

Budget: Go Beyond the Venue Rental Rate and Calculate the Total Costs

Venue rental rates can be misleading. Often, there’s more to venue rates than meets the eye, especially for those who are new to the field of event planning.

Some additional fees that venues may charge include:

• – Minimum spend policy (F&B)
• – Technical support for audio-visual equipment
• – Additional time required for the setting up and taking down of the event
• – Parking/shuttle validation fees
• – Fees for security and cleaning
• – Additional corkage fees

It is part of our client servicing protocol at Kollysphere to advise our clients to request the total estimated cost of the venue before making their reservations. This helps in getting all the relevant information upfront for an accurate comparison.

Ask the venue: “Are there any additional fees that are usually not included in the rental rate?” A responsible venue coordinator should be able to provide you with the information.

Technical Needs and Infrastructures

Often, things tend to fall apart at this stage. Everything has been set; the venue looks amazing and the rate seems reasonable, but when the day of the event arrives, poor WiFi, out-of-date audio visual systems, or lack of sufficient power points become the issues.

Always check these aspects before confirming a venue:

• – Internet connection and capacity, especially important for hybrid events or when streaming the event online
• – Audio Visual systems – does the venue have built-in screens, high-resolution projectors, and good-quality sound system?
• – Lighting arrangements – will it be dimmable, adjustable, or can you get an external rig?
• – Sufficient power points in case of exhibitions or heavy machinery
• – Access to loading docks in case of large deliveries
• – Air conditioning, crucial in Malaysia because of its tropical climate

Always do an onsite technical tour. If possible, take along your AV provider or technical staff for the same.

Ambience and Event Branding

The location speaks volumes too. Modern facilities with walls of glass convey an air of corporate professionalism. Historic buildings like Georgetown’s shophouses convey creativity. Luxury hotels with grand ballrooms communicate prestige.

Does the location’s ambience complement your event?

It makes all the difference in ways most people don’t appreciate until it’s pointed out to them. When the surroundings complement your messaging, guests get an intuitive sense without being able to explain it.

Kollysphere events revolve around the principle of the environment being part of the strategy. The environment should be in alignment with your messaging and not run counter to your visual communication or branding. Choosing a venue whose style does will create tension that can’t easily be overcome.

Vendor Compatibility & Preferred Vendor Lists

Venues differ widely regarding whether or not they offer preferred vendor lists. Some have strict lists where you are obligated to use the caterers, florists, and other services recommended by the venue. Others allow you to use external vendors.

It is important for two main reasons, namely:

Cost management.
If a venue provides in-house catering but the quality of food doesn’t satisfy you, you may face difficulties in finding a solution. In addition, in case there is some cooperation with your AV company, but the venue doesn’t permit it, it would complicate the situation.

Remember to check:

• – Is it possible to work with other vendors?
• – Is there any fee for bringing them in?
• – What are services provided only by the venue?

The more options you have, the better control you will be able to have over the experience of guests.

Permits, Rules & Regulations

Depending on the type of an event, various permits may be required from the local authorities, including noise regulations or licensing issues in case of outdoor events.

In Malaysia, larger events can involve seeking permission from local councils (Majlis Perbandaran) or related authorities, dependent on the size and location of the event. Some event venues take care of obtaining permits for you, while others will leave the responsibility to you.

Make no assumptions. Clarify early on. Permit issues are the number one reason why events get stressed out right before they happen, and more often than not, they are entirely preventable.

Why The Right Venue Choice Makes All The Difference

Selecting an event venue is about more than simply finding a suitable place for your attendees to congregate in. Done properly, choosing an event venue influences everything else about your event.

Your chosen venue will give you the opportunity to make a good presentation. It will make your audience comfortable. It will allow your message to be received. To sum up, choosing a venue will turn your event from a mere accident to a successful one.

Choosing an event venue in Kollysphere Agency requires an analytical approach and a creative outlook.

If you are currently in the planning stage and experiencing the stress of deciding on a venue, take a deep breath and analyze the different factors systematically. Make a visit to the venues and ask some uncomfortable questions. There is always a perfect venue out there if you only look hard enough.

The most successful events are those which are easily attended.