Venue location

Venue locations

Deciding the venue would set you off with a great start. When deciding on a suitable location you may consider hosting
the event in your own office and on site, using the boardroom or training room as your venue. This can save money on venue-hire
fees however, what you will probably find is that you have to organise all the catering, audio-visual equipment, chairs, tables and security
yourself which is done by most outside venues. You may be lucky enough to work for an organisation that has its own
kitchen facilities and caterers, which comes in handy.You may be even luckier, and work for an organisation that has a dedicated onsite
venue space, either interstate or overseas, which will save you alot of time trying to source a suitable venue in a location that you
don’t know very well.
If you decide to host your event in a venue off site, you will most probably be looking at hotels and function centres, clubs, restaurants and outdoor venues.

Hotels and function centres
Hotels and function centres usually offer a range of venue spaces and facilities for events. They are particularly suitable for large events such as fundraising dinners, charity balls, seminars and conferences, with hotels also providing the option of accommodation.
They may also give you a listing of preferred caterers or service providers, which means that when
hiring their venue facilities these organisations must be used for catering or equipment hire


Clubs
Clubs also offer a range of venue facilities, suitable for conferences and seminars as well as training workshops and meetings. These venues often have on-site caterers and in some cases can provide
accommodation. Some clubs offer discounted rates to members for venue bookings.

Restaurants
Restaurants provide a more intimate setting and are particularly suited to dinners, lunches and even cocktail functions. Remember that restaurants may not be able to provide audio-visual equipment
or areas for dancing. If you are set on such a restaurant as a venue you may need to source additional equipment or alter your event running order to accommodate any restrictions.

Outdoor venues
Outdoor venues such as parks, gardens and civic centres can provide a beautiful setting for your event.They are usually managed and maintained by a local government authority or similar bodies,
because they are considered to be public spaces. If you are planning an outdoor event you may need to consider:

• Applying for permits to use the space or serve alcohol;
• Additional costs to remove rubbish or clean up the site after
your event;
• Hiring a marquee or tent to provide some form of shelter;
• Additional costs to ensure guest safety and comfort, such as
public liability insurance or the hire of portable restroom
facilities;
• Having an alternative venue booked in case of bad weather.

Other venue ideas
There are a number of interesting and unusual venue spaces that
can provide your guests with a unique experience.

Interesting venue spaces might inclue:

Aeroplane hangars Railway stations
Amusement parks Shopping centres
Aquariums Theatre foyers
Factory warehouses University halls
Historic houses Upmarket clothing or furniture
Museums and art galleries boutiques
Overseas passenger terminals Zoos

Organising interstate or overseas functions

If your event is going to be held overseas, finding a suitable venue may require some serious detective work.These suggestions may help:

• Does the organisation you work for have an affiliated office in the region that could source the venue on your behalf? You would also need to provide a copy of the venue checklist and
event running order to ensure that the event requirements and expectations are clearly communicated.

• Appoint a professional event organiser based in the location.To ensure you source an accredited event organiser, it may be wise to contact a professional association


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