Five Common Mistakes When Choosing a Venue for a Banquet or Conference

1. Ignoring functionality over form. Example: a beautiful room with pillars throughout will be problematic if there is a program onstage that people need to see.

2. Not checking to see what else is going on at the facility during your conference, banquet or event. Disruptive noise or construction/remodeling can be detrimental to a successful event.

3. Not making sure the restroom facilities are adequate for the group size and are easily accessible. Also that the restrooms are appropriately appointed for the type of event being hosted.

4. Using the same venue year after year without looking to see what other options are new or now available—that might be a better fit.

5. Neglecting to review the venue’s policies on outside vendors Some venues have restrictions on using outside vendors for catering, decorations, or entertainment. It's vital to understand these policies beforehand to avoid any last-minute surprises and to ensure that your preferred vendors can be accommodated.

Additional Mistakes People Make When Selecting a Venue for a Banquet or Conference.

6. If serving a meal, food service logistics. Example: How far is the kitchen from the dining hall? If not adjacent to the dining area, how will food be transported and kept hot?

7. Miscalculating how much space is really needed.

8. Not getting to know or confer with your “conference partners” at the venue. They know things that will help you make the best decisions regarding all facets of your event.

9. Overlooking parking availability and accessibility. It is essential to consider whether the venue has adequate parking facilities for all attendees. Insufficient parking can cause delays and frustration. Additionally, ensure that the parking area is easily accessible, well-lit, and safe.

10. Ignoring the acoustics of the venue. Poor acoustics can ruin speeches, presentations, and any musical performances planned for the event. Visit the venue in advance to test the sound quality or consult with a sound engineer to ensure that the audio experience will be satisfactory.

11. Forgetting to verify the venue’s compliance with safety regulations. Ensure that the venue complies with all local safety regulations, including fire codes and capacity limits. This is important not only for the safety of your guests but also to avoid any legal issues that might arise from non-compliance.

12. Underestimating the importance of ambiance. While functionality is crucial, the ambiance of the venue should also align with the theme and tone of your event. Consider the venue's lighting, decor, and overall atmosphere to ensure that it complements your vision for the banquet.

Adding these considerations to your planning process can help ensure that your banquet runs smoothly and leaves a lasting positive impression on all attendees.