Yen-sight #2: Be prepared when scoping venues

Heritage Park | Calgary, Alberta

On a recent trip out to Calgary for an event, my colleagues and I scoped possible venues for future events. Typically we select venues out of town through word of mouth or online research, but this was a prime opportunity to experience the space first hand. From a list of about eight possible venues, we narrowed it down to four key locations that provided a unique experience for guests outside of our typical "networking" event. As we envisioned hosting an event in a space that is unique to the community that would attract guests, the venues we selected were a fusion of vintage and modern spaces. It seems easy enough to pull together an itinerary of hot spots and contact the venue to schedule a tour, but I learned that preparation is key.

Tip 1 - Understand what event you plan to host and your audience demographics

• What kind of event can I host here? (A cocktail party? Intimate dinner? Networking mixer? Special presentation?)
• How many guests do I anticipate? Who are my guests?
• What components will make up my event?
• What is my estimate budget for the venue? Catering? A/V? Giveaways?
• If you're a not for profit organization, do they provide discounts on the venue rental?

Tip 2 - On-site tours/visit best prepare you for your event
A picture may be worth a thousand words, but for you to best visualize your event flow and layout, you need to see the location. Of course, you won't be able to scope all venues ahead of time, but where appropriate (ie. when you anticipate a large guest capacity) you should always schedule to view the space. Seeing what is around the perimeter and within the space is important so visualize how guests will be directed from the main entrance, how the decor will set the tone, how you envision guests floating around the room etc. That being said, you need to prepare yourself so you know what you need to look for - ask yourself:

• Will the guests be in one location during the event or will they moved across various spaces?
• What adjustments or changes can we make to the room to suit our event (in terms of decor)? 
• Where can we have our "registration" area? Do we need a coat check or a special bar service area?
• Is there in-house catering or preferred caterers the venue suggests?
• Can we include a "special" component to the event and utilize the space if it's closed to the public? Could we add a special viewing of a performance? Special access to an exhibit? Unique activity for families?

Tip 3 - Asking about amenities from A/V requirements to banners/signage
When you're "in the zone" and in "event mode", you start building up a thousand questions about what can or cannot be done in the space. Visualizing the space, while you are there with a facility or sales manager, provides the opportunity to ask about all their amenities at once (before you settle on a venue).

Telus Spark Centre | Calgary, Alberta

One of the best things I learned while scoping venues is that the job of the "tour guide" is to SELL you their space. You have to ask everything on your mind (hence be prepared!) to gauge how the space will be conducive to your event. Researching online or emailing/speaking with a representative over the phone aren't enough for you to plan for your event. On-site visits compensate as you are IN the space, able to take pictures, and engage with a representative directly. It helps if you prepare the "tour guide" as well so they have an understanding of your event, your audience, and your needs - when they understand what you're envisioning they can build a package geared to your requirements.