The importance of viewing the venue for your next event

It’s easy to assume that party planning is all about ordering cases of Prosecco (we’re not complaining), decorating fancy centrepieces and managing the ultimate guest list.

Any event planner knows that it takes more than this to make sure an event doesn’t fizzle out, regardless of whether it’s a high-profile dinner, cocktail party or local networking event.

Planning an event takes a lot of time, patience and attention to detail, and it can be easy to get caught up in finding the perfect venue. While planning an important party, conference or dinner, it can often seem like its easier to judge a venue based on its photos, but sadly, that’s not always the case.

If you aren’t able to view a venue because it’s too far away, it’s always worth asking if there is any video footage available from previous events. This will give you an idea of the journey your guests will go on as they walk through the door, and what their first impressions will be.

We know that many of our guests want to get an idea of how their event can be pulled together visually, so we put together an inside look of our venue to help them with their enquiries, which you can check out below.

A full walk around will give you the spatial awareness of a venue, which will be useful when it comes to planning the lay out your event and arranging any décor, entertainment or visible catering such as food trucks.

We always recommend a full site visit, and if you have time to take your team to view a venue, there are a few things you’ll need to check of your list.
As well as availability and hire costs, you’ll need to consider:

• Furnishings — Does your venue have the necessary furnishings for your event?
• AV equipment — Will the venue provide access to the necessary equipment and technology? Orchard provide AV to events at Techniquest.
• Natural light, which is crucial for daytime events such as conferences and meetings
• Breakout areas — If you’re planning a daytime work function such as a conference, are there plenty of breakout areas for guests to enjoy during coffee and lunch breaks?
• Transport links — Is the venue easily accessible by public transport?
• Parking — Will there be enough parking for guests and are there any parking alternatives close by?
• Standard of service — Are the staff knowledgeable and friendly?
• Emergency exits — This will help to plan against any unforeseen emergencies

Taking the extra time to arrange a visit will give you the confidence you need that you’ve found the perfect fit for your event and organisation. To find out more about how our venue is one of the most unique spaces in south Wales, get in touch with our events team.