The basics of location selection

For most events, the issues related to location are going to be pretty mundane – essential, but mundane. Once you know that a venue meets your basic needs and fits your budget, that’ll usually be enough. (Later, we can talk about the next level -- choosing a location that will be part of the attraction of an event).

First, you absolutely must decide the essential components of your location. There are several areas to be considered; the general categories will mostly be the same, whether you are having a luncheon or a multi-day conference.

The quality of the location should make sense for the event and target audience.

You typically can’t have a $1000/plate charity dinner at the local pizza joint, right? By the same token, you probably don’t want to schedule your three-day conference for poverty advocates at a five-star resort. This about it, and choose appropriately.

Space – Amount and Configuration

Make a list of the space you are going to need and the ways in which you will use it. If your event is a dinner or a reception or some other event that requires just one room, then just make sure the room you choose fits the size of the crowd you are expecting. If you need more than one room or type of space, be sure to think it through and have a clear idea of the way in which each space will be used – for classes, outdoor activities, a pool party, or whatever.

Whenever possible, you want to choose a location that gives you options so that you are ready if you have more people, or fewer people, or if you decide to make a last minute change to your agenda.

Choose a location that is as easy for people to get to as possible.

Think about your target audience and where they are located. If getting to your event is a hassle – real or perceived – your attendance will be reduced.

Make sure you have plenty of room for parking.

Is there more than one way to say, “Make sure you have plenty of room for parking!”?