Organizing an event is never easy. You need to consider a lot of factors, and you’ll be confronted with different challenges too. Choosing an event space is probably among the biggest decisions you have to make.
While many people think that choosing a venue is incredibly easy and simple, it actually takes a lot of thorough planning to even pin down a location for your event. Why? It’s because every aspect of the event — date and time of the event, catering options, number of attendees, and theme— may be affected by the party venue you have selected.
Yes, this sure does sound quite intimidating. However, you shouldn’t feel that way! Let’s start from the basics and assess the things you need to consider in choosing an event space in San Francisco.
1. It’s All About the LOCATION.
Many people fail to realize that the success of every event lies in a good location. So, what makes a good location? Well, it’s simple. A good location prioritizes the attendees’ experience.
Whenever you are hosting a local event, you may need to check out venues within a reasonable distance from most of your attendees’ homes or workplaces. On the other hand, if your attendees are coming in from an overseas trip, hotels and event spaces near airports might be your best bet.
Whichever the case, you should always factor in traffic, transportation, and parking options for your next event space. To reduce the risks of late attendees, you can provide them with accurate GPS coordinates, driving directions, and parking information of the location. By doing so, your attendees will certainly feel relieved and comfortable even before they arrive at the venue.
2. Always Factor in the Parking Space.
One of the questions you’ll most likely encounter as an event host is: Does the venue have a parking lot or valet parking? Most attendees would ask about this information, so they would have to go out of their way to search for a nearby parking lot.
However, if you can’t find any event space in San Francisco that offers ample parking space, then you can check out these alternatives:
• You can book nearby parking lots for your attendees;
• Check Uber discounts for events. You can contact them to set up a customized promo code for all your attendees, and;
• Offer free transportation going to and from the event, so your guests won’t have to worry about finding a nearby parking space.
3. Be Keen About the Capacity and Minimums.
Now, you have finally found a venue that has a good location and offers ample parking space for your guests. What’s next? Well, this time you should consider the venue’s capacity and minimums.
For the capacity, you’ll need to know how many people can comfortably fit in the room. If your attendees exceed the number of people in the venue’s capacity, it might be extremely difficult to socialize and move around comfortably.
Aside from that, you should also ask whether the venue offers a food and beverage package too. This can save you tons of money and time in preparing for your event.
4. Check Their Services and Amenities.
Most usually, a good venue features a comprehensive range of services and amenities. But they may also come at a higher price point. If so, it’s time to ask what services your event needs. You can make a list of things you’ll need even before checking on different venues. This way, you won’t have to tirelessly check different event spaces in San Francisco that don’t meet your criteria.
More importantly, you should prioritize these features:
• Hands-on Tech Support
Unfortunately, technical problems happen at the most unpredictable time. This can definitely ruin your event. That’s why it’s important that your desired event space rental has a dedicated staff to deal with tech-related issues. This way, you can have peace of mind that even during such problems your event will remain uninterrupted.
• Well-Maintained Restrooms
Clean and well-maintained restrooms are the hallmark of every private event space’s commitment to high-quality service. Of course, having clean restrooms in a venue offers comfort and convenience to all your guests — which translates to a better customer experience.
• AV and lighting capabilities
Whether you are hosting a small event or a large corporate event, the venue’s AV and lighting capabilities help create an impact on your event’s overall appeal. Before even renting a private event space in San Francisco, make sure to investigate the property’s audiovisual capabilities and assess whether they can accommodate your unique needs.
• WiFi/Internet connectivity
Unless you want a phone-free event, having a reliable WiFi or internet connection is a must. This allows your guests to socialize and create internet noise about your event. If you’re lucky, a simple WiFi connection can even help your event land on the internet’s most trending topics.
5. Examine the Layout.
People rarely notice how most private event spaces in San Francisco highlight a seamless flow between each space. This actually showcases how venues are intentionally designed with the attendees’ convenience in mind.
Whenever you’re narrowing down your search, it’s best to get an illustrated floor plan for each venue. The layout and floor plan can significantly influence a few different aspects of your event.
6. Consider the Venue’s Atmosphere.
Believe it or not, a venue’s overall vibe can either make or break any type of event. Pay close attention to the existing decor inside the event space. Will it match your event’s theme? Will it blend well with your decors? Always remember the less the ambiance matches your events’ theme, the more you’ll need to compensate in adding decorations.
7. Analyze the Costs Involved
When it comes to choosing an event space, it all boils down to pricing. Of course, you want to get the best deal at the best price. But how? Well, there’s a simple trick! Be flexible on your event dates. This way, you can get discounted pricing since most event spaces want to fill all open dates on their calendar.
Aside from that, you can get different quotes from several event space providers and ask them whether they can match or offer even lower pricing. Always remember don’t book the very first venue you want. Go around and check other venues; you might be surprised at what you’ll see on the next one.
When Should You Start Looking for a Venue?
Some people ask: is there a perfect time frame when looking for venues? Of course, there is. Since you’ve already learned the things you need to consider in choosing an event space in San Francisco, it’s time to scout for the perfect place.
Finding a venue might be hard or easy depending on the season. That’s why the rule is always to look for a venue 4-6 months in advance. This way, you can start focusing and planning on the other critical aspects of the event, such as catering, guest list, event brochures, keynote speakers, promotional materials, and more.
There is no doubt that event planning involves meticulous work. You need to consider a lot of things and aspects to ensure that your chosen event space in San Francisco meets all your standards.
But the good thing is that Dynamico Space has got you covered. Our versatile, modern, and practical space can also be used as a venue for virtual events, international forums, hackathons, workshops, lifestyle functions, and more.
To know more about our services, please don’t hesitate to call us at 415-483-6050. You can also send us an email at [email protected].