As an assistant, selecting the right venue is about more than just logistics—it’s about creating an environment where connections thrive, goals are achieved, and participants leave inspired. While AI can enhance efficiency, the human touch remains essential, especially in planning impactful face-to-face events. In this article, we share 10 key questions to help you choose the perfect venue.
The role of assistants is evolving—artificial intelligence may streamline certain tasks, but it’s the human touch that remains indispensable, especially when organizing impactful events. Face-to-face interactions are still at the heart of meaningful connections, and assistants play a crucial role in ensuring these gatherings run seamlessly. Assistants are now more empowered to focus on high-value responsibilities, like selecting the ideal venue for an event.
1. What is the event’s primary purpose?
The purpose of the event is the foundation for all your decisions. If your group is hosting a strategy workshop, look for venues where you can focus with inspiring designs that spark conversations.
2. What is the expected number of participants?
Ensure the venue has flexible space options that can comfortably accommodate your group size without compromising on ambiance.
3. Does the venue provide reliable A/V support?
In today’s events, technology plays a critical role. Whether it’s a hybrid meeting or a digital presentation, reliable A/V equipment and strong internet connectivity are essential. A well-equipped venue can save you from the stress of last-minute tech problems and ensure your event runs smoothly.
4. What catering options are available? Is there an in-house kitchen?
Food is a key element of any event, influencing energy levels and satisfaction. Explore the venue’s catering services—are meals freshly prepared, and do they offer a variety of options for different times of the day? Consider dietary flexibility, and look for venues that can provide everything from breakfast to evening cocktails. Quality catering contributes significantly to the overall experience and leaves a lasting impression on attendees.
5. How accessible is the venue?
The location of your venue affects attendance. Choose a venue that’s centrally located, easily accessible via public transportation, and offers parking facilities. Accessibility not only makes it convenient for participants but also reflects inclusivity and thoughtfulness in planning.
6. What is the venue’s ambiance and design?
Look for a space that complements the tone of your event. Does it have thoughtfully designed areas suited to different types of gatherings? Remember the space influence human behaviour greatly!
7. Does the venue offer planning support?
An experienced event coordinator can make all the difference. Venues that offer planning support ensure your goals are understood and your logistics handled smoothly. This partnership helps you focus on content and engagement rather than getting bogged down by operational details.
8. What is included in the package?
A comprehensive package simplifies event planning. Venues that include space, catering, tech support, and even optional programs eliminate the need to coordinate multiple vendors. This approach saves time, minimizes hassle, and ensures consistency in quality and execution.
9. What are the booking terms?
Flexible booking options, such as non-binding preliminary reservations, can help secure a date without committing too early.
10. Does the venue enhance the participant experience?
Consider whether the venue creates a welcoming and inspiring environment where attendees can relax, focus, and engage fully with the event. It’s always a good idea to visit the venue meet the staff on site to ‘feel’ the venue.
Maria Talvela, Organisation Coordinator at Skilla ry, shares her perspective:
“That’s a good list! We love collaborating with HUONE because we know what we’re getting. As our member base is built largely on assistants, it’s great to work with a partner who knows how to fulfill their needs. From great design to a seamless experience, HUONE always delivers something new.”