How to Choose the Right Venue and Event Staff

How to Choose the Right Venue and Event Staff

Do you want your event to be memorable for attendees and successful for your business? Of course, you do; otherwise, you wouldn’t put the time and effort it takes into planning the event in the first place! To get started on the right track, you first need to choose the right venue and staff for the event. Whether you’re in the process of organizing a corporate conference or a community-based affair, those decisions can make all the difference.

Here are five ways to stand out from the competition and choose the best venue and staff for your event.                                                                                                                  

Determine your goals. Before you find the perfect space and staff to run your event, ask yourself what you hope to gain from it. Consider your needs with a focus on the type of event you’re hosting — is it a formal event with speakers and attendees seated for panels or dinner, or something more informal where guests can wander throughout? Knowing how you want the event to flow will ultimately help you decide on the best venue. Don’t forget to consider other logistical aspects like the guest list, desired amenities, and relevant themes to ensure the venue can accommodate your needs. 

Do your research. You’ll want to begin searching for the perfect venue with ample lead time as many venues book up way in advance. To start, try using online resources, like Cvent or EventUp, and take recommendations from colleagues. Or, you can connect with event planners for an even wider array of options. However you decide to start your search, make sure you keep a list of your options so you can go and see the spaces before you book anything. Pay attention to location, capacity, parking, and the overall vibe of the space to ensure it meets your goals. You’ll also want to take note of anything the venue may not have or provide, as you may need to find alternative ways of accessing these things. It’s also a good idea to have a backup option at the ready in case your first choice falls through.

Find out how much you can customize your event. Some venues are more flexible than others. If you need a place that will work with you to adjust the room’s layout, customize the menu, or play with audiovisual capabilities, include those keywords in your initial search. When you visit these venues, bring these needs up from the get-go to ensure the facility can accommodate them. You don’t want to wind up in a place that won’t allow you to throw the event you envisioned.

Work with a professional event staffing agency. After you choose the venue, figure out logistics, and set a date, you will need fantastic event staff and management to make it all happen. Instead of going through the trouble of hiring your own registration and directional staff, brand ambassadors, production assistants, and more, you should use a professional staffing agency. These agencies already have a roster of people with the experience and attitudes necessary to make any event successful, and you don’t have to do any vetting. This saves you time, money, and resources you can put toward other parts of the event planning process or daily operations.

Communicate effectively from start to finish. Effective communication is the backbone of successful event planning. From the moment you begin planning your event, maintain open and honest communication with everyone involved. Keeping the lines of communication open lets you clearly convey your expectations, timelines, and other important details. Additionally, regular check-ins with the staff in the days leading up to the event can help address any concerns and allow you to make necessary adjustments. A proactive approach will ensure a smooth execution on the big day! 

All Aces Has the Perfect Staff for Your Event

As you plan an event, choosing a venue and identifying staffing red flags can seem time-consuming and challenging. Researching, communicating, and partnering with a professional event staffing agency will ease your worries and lead you on the path to an unforgettable event. All Aces can provide you with expert event staff and a trusted management team to handle all your staffing and logistics needs.

Do you need help staffing your event? Contact us now or call us at 646-829-1602 to see how All Aces Promotional Staffing can help you!