Sustainable Ways to Host Your Next Event

Introduction

When you’re planning an event, there are a lot of factors to consider. You want to choose a location that fits the theme and feel of your event and has the facilities you need to make it run smoothly. It can be challenging to figure all this out on your own, though! Here’s some advice for finding the best venue for your next party or meeting:

Location

Location, location, location. It’s a phrase that’s been repeated so often it’s almost become a cliché in real estate circles. And while it’s true that location is important–you don’t want your guests traveling all over town trying to find your event space–it may not be the most important factor when choosing an event space for your next meeting or party.

The first thing to consider when looking at locations is whether or not they are easily accessible by public transportation and how far they are from where you live or work (or both). You don’t want to choose an event space that requires guests to drive 15 minutes each way just because there aren’t any closer options available! The second thing is convenience: if possible, look for venues within walking distance of restaurants and shops where people can grab lunch before heading home after the meeting ends. If this isn’t possible due to budget constraints then make sure there are plenty of options nearby so everyone feels satisfied with what they eat during their breaks between sessions at the conference table.”

Amenities

Amenities are the extras that make an event space unique. They can be free or cost extra, and they can be used to differentiate one space from another. Amenities can also be used to attract a specific audience, like tech companies looking for a place where they can host their next hackathon or startup pitch competition.

Here’s how you might use amenities to your advantage:

  • Have a budget? Consider adding in-house catering, AV equipment rental, and staffing services if they aren’t included in your rental fee (for example, you could hire an event coordinator). These items will increase the total cost of holding your event but may help cover expenses like food costs if you’re planning on having attendees who are coming in from out of town and staying overnight at nearby hotels.
  • Don’t have much money? Look for spaces with free parking options–it’ll help offset some of those transportation costs!

Capacity

When deciding on a space, it’s important to know how many people the venue can accommodate. The best way to do this is by asking about the maximum capacity of the space and comparing that number with your guest list. If you are planning a large event that requires more than one space (for example, if you are having both an indoor and outdoor party), then make sure that all spaces can be rented together so they don’t exceed their combined maximum capacities.

Negotiating the Contract

A contract is a legally binding agreement between two or more parties. Contracts can be written or verbal, but they’re usually written down so that everyone involved in the event space rental process has a clear understanding of what they’re signing up for.

Contracts are pretty standard across the board; there are certain clauses that most contracts include, such as:

  • Payment schedule (when and how much will be paid)
  • Cancellation policy (if you need to cancel your event)
  • Liability waiver (the venue won’t be held responsible if someone gets hurt during your event)

Working with Vendors

  • Choose vendors that are familiar with the space. If you’re working with an event space for the first time, it’s important to choose vendors who have experience working in that space and can offer recommendations on how best to use it.
  • Budget for ancillary services like catering and parking. You should also make sure that any additional costs are covered by your budget; if not, then they should be factored into your overall price quote from each vendor so there aren’t any surprises later on down the line when it comes time to pay them!
  • Select providers that offer multiple services at once (e.g., catering + lighting). Having one company provide everything from food service through venue rental will save time throughout the planning process because these companies already have relationships built-up among themselves–so no extra effort is needed from yourself as well!

Conclusion

We hope you’ve found these tips helpful. If you’re looking for more information on how to choose an event space, check out our other blog posts on the topic!

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