5 Things to Think About Before Selecting the Location of Your Event

While planning an event can lead to many difficult decisions, the one that will affect your event the most is selecting the appropriate venue and location. The venue and location you choose for the event will determine everything, including the date, speaker lineups, food options, and the experience of the guests.

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Does this seem a little scary? That is not how you have to feel. Here are some pointers on what to look for, what to think about, and how to improve while making a decision.

When to Begin Searching for a Location

When searching for a location, it’s a good idea to remember that the earlier, the better. Once you have a firm grasp on the following three factors—budget, expected event size, and space requirements—you can start your search.

To ensure you have enough time to organize other important details, including finding fantastic speakers, designing a website and event program, beginning ticket sales, interacting with guests, and more, reserve a location at least eight months in advance.

Things to Think About When Looking for a Location for an Event

1. Facilities and Services

Is there a kitchen at the location, and is catering available for your event? If this is the case, venues frequently just need a down payment and the cost of each attendee’s meal, waiving the facility fee. It’s possible that those without access to a kitchen work with a food supplier you have to utilize, so you might want to check their food ahead of time to make sure it complies with any dietary requirements or any allergies. For the greatest experience for attendees, choose a location that offers excellent cuisine or lets you bring in outside food providers.

Is it equipped with movable seats, tables, and linens? If a location has anything, you may use it to save a lot of money and time, provided that it fits the concept and atmosphere of your event.

Is there a team for setup and cleanup? It’s unusual and should be welcomed when a venue already has a team dedicated to setup and cleanup; this isn’t always the case. In the case that these services are not offered, you will have to assemble your own team or recruit volunteers.

Does it support AV content? You can utilize the audio-visual equipment that is built into certain locations, but you will need to carry it with you to others.

2. Place

The location of a venue is certainly something you’ve previously thought about. If it’s a local event, you could be searching for a location that’s somewhat close to the majority of your guests’ residences or places of employment. On the other hand, a location close to the airport or guests’ hotels might be more advantageous if a large number of attendees are coming from out of town. Whatever the situation, don’t forget to account for parking, traffic, and transit.

These days, it’s practically industry standard to give participants a mobile event app to help lower the likelihood of their being late. Your guests will feel more at ease and confident when they arrive at the event since they will have access to maps, driving instructions, and parking and shuttle information. Using maps with pinned places may be quite helpful if the event is located within a large campus or institution. Attendees will find it easier to explore events with interactive indoor maps, posters, or displays.

3. Minimums and Capacity

How much is the capacity? There are several reasons why you should be aware of the venues’ room capacities. First of all, a space designed to accommodate 250 people cannot accommodate 500 people, if that is the expected size of your gathering. In this situation, it might be a good idea to spend money on session limiting software to ensure that you don’t have too many people in particular rooms. One excellent tool for controlling session attendance is Whova’s session capping function. Second, the venue is always required to follow fire and safety rules.

Which F&B Minimums apply? If your venue has a minimum food and beverage expenditure amount (often referred to as a F&B minimum) and sells food and/or beverages, make sure that the prior events’ F&B records match the minimum. It indicates that you would be a good client to the venue if your estimated food and beverage spending exceeds what they demand. Ask whether they would update your Wi-Fi or give free A/V support in exchange for a service upgrade if your purchase hits a specific threshold.

How may changes be made in response to input from attendees? It’s critical to have the knowledge necessary to change a room’s or food and beverage’s size in the lead-up to or throughout your event. Using an event app, you can quickly headcount attendees or get real-time feedback through live polling, saving you both time and money. The following 64 event survey questions are available in editable formats.

4. Internet and WiFi connectivity

Does the location allow for internet and wifi use for your event? In addition, do they provide wireless internet in their lobby areas, conference rooms, and hotel rooms? Maintaining connections is crucial, particularly in the contemporary world. It is helpful for both staff and guests to check the schedule and make connections with other participants. It also enables people to share the fun and news online, promoting your event and creating buzz.

5. Car parking

Is there valet parking or a parking lot at the location? Most of the time, a location with plenty of parking spaces is ideal. whether that isn’t the case, check to see whether attendees may enter and utilize any neighboring parking lots. You have a couple options if parking is not available, so you’re not totally stuck:

Make arrangements for your guests to park in neighboring lots; charge for parking at the lot or include it in the ticket price.

Check out the event-specific discounts that Uber and Lyft are offering. To arrange this and provide your guests with the discount code, you might bargain with them.

Make it possible for guests to split the cost of a taxi or ridesharing. It would be an excellent opportunity for them to socialize with one another as well. To assist with this, a conference app such as Whova offers a group chat tool and a Community Board. Find out more by clicking this link.

Even if the venue doesn’t have valet parking, offer it for the event. If it’s a fancy occasion, like a gala, having a valet may be necessary.


The picture booth market has a $400 million valuation in 2020. Through 2027, the photo booth market is predicted to increase at a compound annual growth rate of 16%, notwithstanding an economic slump during the COVID-19 pandemic.

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An excellent approach to make your next business function even better is to rent a photo booth. These are much-liked party activities for birthdays and weddings, as well as in-store experiential marketing and promotional materials.

Would you want more information about how renting a photo booth might enhance your upcoming event? The benefits and features of using photo booths for event planning are highlighted in this guide. To learn more about the advantages of renting a photo booth, continue reading.

Enhance Your Upcoming Business Event

There’s a stereotype that conferences and other business gatherings are boring. Because there is little to no event activity to look forward to and the possibility of the same stifling environment, attendance numbers are frequently lower than they should be.

A lively atmosphere is created with a rented photo booth. The photo booth’s interactive interface invites guests to join in and establish connections.

People of all ages will be lured to the nostalgic feel that a photo booth adds. According to research, 527,760 photographs are shared by Snapchat profiles every minute, while 46,740 photos are uploaded to Instagram every minute of the day.

Social media in today’s world mostly uses images, videos, and animated GIFs. It’s now feasible to upload and connect photos straight to social media accounts for sharing and posting thanks to advancements in photo booth technology.

Serves Two Uses: Brand Marketing

A logo or business brand may appear in pictures shot at a photo booth. After that, this brand appears prominently on every photo when it is submitted to a social network page.

This might assist in spreading the word about your business or brand to a larger social media audience. As prospective customers browse through their feeds, these photographs will be presented. They will have a favorable impression of your business after witnessing how much fun the guests are having at your event.

It becomes experiential marketing when customers interact with your business on social media via these images. Because these images give your business greater visibility on social media, customers are more likely to remember it.

You are utilizing one of the most potent advertising channels available today. A little self-promotion goes a long way, since there are 4 billion users on social media—more than there are on TV and the internet combined.

Make Your Event Unique

Anyone who has attended a recent wedding or birthday celebration that made use of a photo booth rental knows that they provide amusing moments.

The possibility of renting a picture booth The possibilities for backdrops and props are enjoyable to sift through for attendees. People will be waiting in line for their chance to take original, one-of-a-kind pictures.

Your next business event will be more memorable in the eyes of your guests if you rent a photo booth. It also helps your event stand out. Just to utilize the photo booth again, they’ll want to return for more occasions in the future.

Make Connections Through Networking

It can occasionally be challenging for participants at business gatherings to interact with one another. Renting a photo booth provides an opportunity to break the ice.

Visitors to the convention will swarm to the picture booth as soon as they can. To produce original shots, they’ll want to go through the prop box or go at the digital props on the screen.

They’ll be calling people over to join in on the fun as they search for methods to host their own picture sessions. They’ll need to enlist the help of their friends and coworkers for group photos, such as a superhero or Charlie’s Angels staged picture.

Everyone is encouraged by this to lower their barriers and be more approachable to other guests. After the event, they may stay in touch and form new contacts on social media. This enhances the camaraderie among employees and fortifies and expands networking relationships.

Make recollections

In any case, your visitors will want to snap photos during the event. So why not provide them with the ideal method? Almost everyone appreciates having a special snapshot to commemorate a special occasion.

Attendee event photos are a great digital memento. Additionally, you may still choose to provide your guests with a tangible copy of their photos that has been printed.

Your visitors are not only making wonderful memories for themselves, but you will also have access to a large collection of photos for personal use. Renting a photo booth is similar to keeping a digital guestbook—it’s an archival medium. At the conclusion of the event, you can display these pictures as a reminder of the fun you had.

More Than Still Images

Those who attempt to capture dark or grainy pictures with their own phones during the event will get upset when they can’t get the crisp pictures they want.

Every picture will seem its finest thanks to the high-definition, well-lit, and clear functions of a photo booth. However, it’s simple to attempt again if the image doesn’t turn out correctly for whatever reason.

Although a single image could be worth a thousand words, you can rapidly make it worth a million by using video and moving image capabilities.

Animations and video clips from a rented photo booth may make an occasion come to life. It represents the next development in digital integration.

The photo booth user is surrounded by a 360-degree camera to take pictures from all directions. You may adjust the video’s speed to create amazing action scenes and three-dimensional visuals.

Promote Event Participation

To get people interested in coming to your company event, market the photo booth rental. This may be a nice technique to persuade someone who is unsure about coming.

Those who decide not to go will suffer from severe FOMO (Fear of Missing Out) when they see the pictures from the photo booth shared on social media. Those that wish to utilize the photo booth themselves will be more likely to attend the next event as a result.

Attendees will also want to spread the word about how much fun they had. In any case, the purpose of your photo booth rental will be to draw attention to your event.

How to Transport Guests from This Place to That during an Event

One of the elements of an event that attendees and visitors never understand how vital is event transportation. Unless anything goes wrong with your transportation system, most people won’t even consider it. At that time, it becomes clear how important transportation is to an event’s success! The transportation system you design or execute should ideally be a faultless, streamlined one that gets everyone where they need to go quickly and without incident. However, preparation and execution can be a little trickier than you think.

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Why Offer Transportation for Events?

Given the abundance of alternatives for both public and private transportation, what use does it serve to provide transportation services? Guests and attendees may already have choices, such as the bus, train, or metro, depending on where your event is being held. Taxis are also accessible in many cities, while Uber and Lyft can be found practically anywhere. People are allowed to drive their own automobiles to local activities. Isn’t it simpler to just let guests to select and arrange their own transportation?

Occasionally, and this is why:

It is difficult for the guests themselves to make the additional arrangements, especially if they are traveling from out of town.

Having a prearranged transportation method for visitors to come might really make your event go more smoothly. This is particularly valid if participants must adhere to a set timetable when they arrive at the location. It is really advantageous in this instance for everyone to arrive at the same time and location.

It takes care of the possible issue of making sure there is enough parking for guests to come by automobile.

Generally speaking, it’s more environmentally friendly than having each visitor go there on their own.

By offering transportation for your visitors, you can let them enjoy themselves without worrying about getting them where they need to go. Taking care of their transportation eases the burden for them and improves their entire experience.

Pro tip: There is a lot of possibility for sponsors in event transportation! This can provide a feature that guests will truly value for the event, helping to offset costs.

There Are Five Ways to Organize Transportation for Events

Ensure that the method of transportation you select can fit riders of all skill levels. Renting Segways or e-scooters, for example, may seem like a novel and exciting way to get around, but these mobility options don’t work for everyone. Additionally, when hiring cars, make sure that at least a few of your fleet are wheelchair-accessible.

Coach or bus. A bus or coach is probably your best option if you need to transport a sizable group of people to and from a location. Opt for an electric bus service if you want to be environmentally conscious.

Transport. A shuttle service is frequently the greatest choice for occasions when there are several locations for pickup or drop-off. Additionally, it works well in situations when clients are likely to require the service many times during the day.

services for on-demand transportation shuttles. This service automatically adjusts the availability of drivers and cars to suit demand, making it a more dynamic option than shuttles. As an illustration, consider Via, which offers on-demand shuttle services in several American and Canadian locations.

The Lyft concierge. Users can utilize a customized URL that you offer them to order a Lyft that you pay for using this modified Lyft service. It’s not an entirely flawless system, though: Each user must be added to the app before you can send them the unique link. After then, they have 24 hours to utilize it. It could work well for a small event or for moving speakers and other notable visitors, but it isn’t a dynamic or flexible enough system to move big crowds of people.

ride-sharing aggregator software. What happens if you don’t have enough money for transportation at your event? You may still assist your visitors in locating reasonably priced transportation by suggesting a ridesharing aggregator app.

An app called a rideshare aggregator helps consumers get the best deal by comparing the costs of well-known ridesharing providers. Because the user only needs to submit their information once to view the various prices, this also helps them save time.