Having conducted a survey to gauge live concert attendee preferences in the USA, here’s some data that’ll help you choose whether you should opt for an Indoor or Outdoor venue. 

1. Indoor Venues

Considering the critical situation that we’re in, it would seem that about 66% of live concert attendees would not prefer it whereas the rest 33% would be likely to attend an indoor event. 

Apart from that, 48% of attendees also made it clear that they would only attend an indoor event if mandatory face mask + 6 feet distancing was strictly followed. Whereas 38% were happy with just a mandatory facemask rule at the venue. For those presenters who are looking to start small in their indoor venues, this is a great opportunity to up your regulations and get going.

2. Outdoor Venues 

Outdoor events were always the choice favorites among event attendees with or without the COVID pandemic coming into effect. However, now more than ever approximately half of U.S. respondents are likely to attend live concerts outdoors. The likelihood of attending concerts seems higher among regular concert-goers when compared to those who attend 2 or fewer events in a year.

Apart from that, 57% of attendees made it clear that they would only attend an outdoor event if mandatory face mask + 6 feet distancing was strictly followed. Whereas 48% were happy with just a mandatory facemask rule. This is a good sign for event presenters and venue owners to take this data into consideration while planning their outdoor events. 

We understand how event presenters around the world are rightfully skeptical about springing back into action. With businesses coming to halt in the past few months, one might feel doubtful about breaking into their investments for an upcoming event. However, based on our survey conducted for the US, a good percentage of event attendees are looking forward to your events.

To take the load off your back, we’re extending our COVID Recovery Offer to every entity out there needing help with their cash flow at the moment. Our goal is to jump-start the event community back on its feet, collectively. 

COVID RECOVERY OFFER 

Our recovery offer is part of our unwavering support in helping every hospitality-based entities to spring back in action by organizing their upcoming events and maintain their cash flow as well.

FLAT 40% Off on our service fees up to 31^st December 2020 on all events created before 15^th July 2020.

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There should be no slip-ups as far as event experiences are concerned. This is why we’re here with your 2020 event venue checklist that’ll put things in perspective.  

1.Understand Your Audience Persona 

Study your audience before planning anything else. We’ve seen countless presenters not considering this crucial piece of recon that would’ve earned them brownie points from their event attendees. Maybe your audience prefers an open-air gig than a club or a cafe. Organizing an event that is preferred by your audiences and fits other logistical criteria is an event presenter’s dream come true. Our Questionnaires & Surveys feature makes it easier for you to ask your audience logic-based questions or just simple feedback.

Click here to learn How To Build Audience Personas For Your Event. 

2. Zero In On A Budget

Make sure you have a ballpark figure in mind whenever planning any event. Especially when it involves a venue that can make or break your event. Venues calculate their prices differently based on indoor/outdoor seating, cost per person and so on. Have a clear picture in mind before negotiating to seal the deal. 

3. Pick a Convenient Location

Don’t pick a venue where your artist can’t reach within 30 minutes. One of the most infuriating emotions to put your event attendees through is make them wait for the artist or even worse cancel the main headliner because they get caught up in traffic. Pick a convenient location that can be easily accessed by road.

4. Mind the Weather 

You can’t parley with the rain gods at the last minute due to your lack of research. Study your location’s weather trends. Even if it rains, make sure your venue has a contingency plan to continue the event indoors. 

5. Calculate Your Event Capacity  

Don’t oversell your event and end up disappointing your attendees with a cramped experience. Ask for a venue and seating chart from the venue owner to make sure you sell the right quantity of tickets. It’s very important to understand the collective impact of all your attendees in once space. Ask yourself, will they prefer a spaced-out seating arrangement or love to walk around freely in your venue? Should you opt for General Admission or Reserved Seating? 

6. That WOW Factor

Just ask yourself this – “Will they do it for the Gram?” For you, an event venue might be just another event venue. For many of your attendees, it might be the first of many. Their first live concert, conference, music festival, or a fundraiser event. It’s your chance to choose an electric venue that truly wows them, even if it’s a small art installation in your restroom. A venue with that X factor will turn your event attendees into your event marketer and recurring ticket buyers.  

We hope this quick checklist helps you choose your next venue wisely. For those still looking for an event ticketing platform that ticks all the boxes, SIGN UP HERE. 

The post Your 2020 Event Venue Checklist appeared first on Yapsody.

Cost

While you make a list of venues, consider the cost. The later you book, the more expensive it gets. Hence plan your events well in advance. If you’re flexible with the dates, you can get a great deal for the venue you visualized for your event. Generally, Fridays and weekends are peak days for popular venues. Your best bet is to either plan early and block the dates or pay through your nose for these event venues.

While the cost of the venue may help you set the price for the event ticket, booking an event venue can turn out to be an expensive affair. To know more about setting event ticket prices, read our blog – ‘How To Price An Event Ticket in 3 Easy Steps’. 

Location

Is your venue in the city or the outskirts? Is it easily accessible? These are some of the questions you need to ask yourself while you book an event venue. While your attendees may easily find your events on our upcoming events page, if your venue isn’t easily found, your attendees may not even turn up for the event. Consider booking a venue that’s close to the airport, keeping in mind the time to get there during peak hours. Alternatively, if your venue is on the outskirts, you can offer your attendees free transportation to the venue. That way, your attendees can enjoy the bar as they don’t have to drive the bus back home. 

Parking

“Does the venue have a parking lot?” It’s the most common question every attendee asks before buying the ticket. Hence book event spaces that offer ample of parking space. But what if it doesn’t have one? You can look for parking lots nearby and book them subsequently while booking your venue. Or you can also offer valet parking so your attendees are not worried about someone robbing their car. 

Layout

While planning your event, you envision how the final event will look like. When you have to pick a venue, make sure your visualization matches the venue. For example, if you’re organizing an open mic stand up comedy with a famous artist like Louie Anderson, you need to visualize the layout of the venue, the tables, and chairs, the stage, and the bar if you’re planning to set one up. The venue layout will also give you an idea about the venue and the parking capacity, so you can plan your event accordingly.

Capacity

Will your venue accommodate all your attendees? Every venue has its capacity. Depending on what event you’re organizing, figure out if the venue meets the required capacity. In addition to that, find out if your venue offers additional services like food and beverages or valet parking. Venues that offer food and beverages set up a  minimum spending amount which is also known as F&B minimums. This means the venue will charge you for a minimum number of guests regardless of whether you invite them or not. Since you’re paying for a certain number of guests, you might as well consider inviting them.

Services

Does your venue offer services/amenities before or during the event? When you’re finalizing your venue, look for what services they offer. At times, we assume that the venue will not offer any extra amenities. One question can simply erase all the assumptions. Services/amenities can include:

• Tables and Chairs 
• Decor
• AV & Sound Equipment
• Staff to clean the venue before the event
• Valet Parking
• Kitchen
• Food & Drinks
• Bathrooms 

Insurance

Would you prefer being stressed during the event, praying no accidents should occur? Or you’d prefer to take that insurance that’ll cover the entire event? Some venues prefer not to host any events if you’ve not taken insurance. Check with the venue about their requirements and if they have a contact. You can set aside a small portion of your budget for insurance and let everyone enjoy the event without any stress. 

Your venue is like that plain paper that you can be converted into a million-dollar piece of art with your ideas, imagination, and creativity. While you consider these 7 factors while booking your venue, make sure your venue is accessible to attendees with special needs. Additionally, if you want to make your event unique, offer wifi at your venue so your attendees can post live footage to their social media profiles. DO you already have a venue? Take our quiz to find out which event you can organize at your venue.

If you’re planning an event soon, sell your tickets online easily with Yapsody. You can choose from our list of offers and use the promo codes to avail a discount. Sign up with Yapsody, use our promo code HOLIDAY25 and get a 25% off on your ticketing fee.

The post 7 Things to Keep in Mind When Booking Your Event Venue appeared first on Yapsody.

Venue and decorations:

Booking a place and decorating it costs a lot. But that doesn’t mean you will book a shady place. You must try to keep a minimum décor, and highlight the natural ambience of your venue. For this venue selection is important. If you choose a slightly higher priced venue, you can save a lot on decoration, which costs a lot. But if you get a decorator for cheap, then go for a venue that’s not all that costly.

Highlights:

Many events provide their delegates with some extras, like a tour of the city, a day at some fancy restaurant or a trip to the market, etc. Such things cost. Many agencies offer cheap tour services for a large group, so you can send your delegates with them. You can also arrange to take your delegates for a public event that is free of cost.

Food and drinks:

Food and drinks are essential part of an event or concert. Everyone looks up to these in an event. So if you are skimpy about the quality of food and drinks you are providing you are dissatisfying many people. A little skillful planning can help you save here. Many venues provide food when you book them, for a subsidized price. Hire a caterer who can design a cheaper menu. You can keep one complimentary beverage and make delegates pay for extras. That keeps the budget in check.

One must also keep in mind that extra costs might crop up last minute. As a planner you must make accommodations for them in your budget. Remember if the overall quality of your event is good, people will want to come again. Plan wisely.

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