10 Things to Consider When Choosing your Event Venue | Deccan Serai

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10 Things to Consider When Choosing your Event
Venue Deccan Serai
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• There are numerous choices you must make while
  planning an event, but selecting the ideal
  location and venue will have the biggest
  influence on the success of your event. The venue
  and location you choose for the event will
  determine everything from the date of the event,
  speaker lineups, food choices, and attendees'
  experiences. It might be one of the top hotels in
  Hyderabad but if its not up to your standards,
  you will waste your time and money.
• Does this seem a little scary? You don't have to
  experience it. Here are some suggestions for how
  to proceed, when to make decisions, and what to
  think about.
• When to Begin Looking for a Venue
• The earlier the better. Budget, event size, and
  space needs should all be well understood before
  you start looking for a site.
• A location should be reserved at least eight
  months in advance to give you time to arrange
  other crucial elements like hiring excellent
  speakers, developing an event program and
  website, launching ticket sales, interacting with
  attendees, and more.

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• Things to consider when you are looking for a
  venue
• 1. Location
• We are sure you've thought about this already. If
  the event is local, you might be searching for a
  location that isn't too far from where the
  majority of guests live or work. Finding a
  location close to the airport or the attendees'
  hotels will be helpful if many attendees are
  arriving from out of town. Remember to take
  traffic, transportation, and parking alternatives
  into account in every situation.
• Providing guests with a mobile event app, which
  is now essentially standard, will help you lessen
  the likelihood that they will be late. Your
  participants will arrive at the event with
  confidence and assurance thanks to having access
  to maps, driving instructions, and parking and
  shuttle information. Using maps with locations
  marked can be quite helpful if the event is
  located on a beautiful campus or institute.
  Interactive indoor maps will make it easy for
  participants to find their way around events with
  displays, posters, or simultaneous sessions.

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• 2. Parking
• Does the location have a parking lot or valet
  parking? Dreams are made of a place with a
  parking lot. If not, check to see if there are
  any adjacent parking lots that guests can use. If
  there isn't any parking, there are still a few
  options for you to consider
• Make reservations for attendees at neighbouring
  parking lots and either charge admission or
  collect payment at the time of parking.
• Check out the promotions that Uber and Lyft have
  for events. You can work out a deal with them to
  put this up and give the attendees the promo
  code.

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• Does the location have a parking lot or valet
  parking? Dreams are made of a place with a
  parking lot. If not, check to see if there are
  any adjacent parking lots that guests can use. If
  there isn't any parking, there are still a few
  options for you to consider
• Make reservations for attendees at neighboring
  parking lots and either charge admission or
  collect payment at the time of parking.
• Check out the promotions that Uber and Lyft have
  for events. You can work out a deal with them to
  put this up and give the attendees the promo
  code.

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• 3. Capacity and Minimum
• What is the capacity? There are several reasons
  why you'll want to know the room capacities of
  the locations. First off, a room that can hold
  250 people comfortably won't fit 500 people (if
  that's the number of attendees you anticipate for
  your event). Second, the venue must adhere to
  fire and safety regulations.
• How much do FB Minimums cost? If your venue
  serves food and/or drinks and has a minimum Food
  and Beverage spending amount (referred to as an
  FB minimum), make sure the prior FB records
  from the previous events are consistent with the
  minimum. The venue will consider you a good
  customer if your estimated FB expenditure is far
  higher than what is required. Ask whether they
  will offer a complimentary service (such as
  upgraded Wi-Fi or A/V support) if your
  expenditure exceeds a specific threshold.
• What changes should be made in response to
  participant feedback? Prior to or during your
  event, it's critical to be able to make an
  informed modification for the size of a space or
  FB. With the help of a live polling feature on
  an event app, you can quickly count the attendees
  or gather immediate feedback.

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• 4. Contract Flexibility and Force Majeure
• Negotiating flexible contract terms with your
  venue is a smart option given the high level of
  uncertainty surrounding the pandemic, as your
  event might be delayed or canceled owing to
  unanticipated circumstances. Even if they
  registered, attendees might not be able to attend
  your event if there is a lockdown order or
  natural calamity. You might ask if they can add a
  COVID-related condition to the venue's force
  majeure clause to prevent you from losing your
  entire deposit if the venue has one.

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• 5. Services and Amenities
• Does the location have a kitchen, and is catering
  available for your event? If this is the case, a
  venue may frequently forgo the facility fee and
  merely request a deposit together with the cost
  of meals for each visitor. You might want to
  verify their meals in advance if the venue
  doesn't have a kitchen because they might have a
  contract with a caterer that you have to employ.
  For the best attendance experience, choose a
  location that offers excellent cuisine or permits
  you to bring in outside food vendors.
• Are there usable tables, chairs, and linens
  there? If a venue has these supplies on hand, you
  can use what they have to save a ton of money and
  time if it fits your theme and atmosphere.
• Does it have a crew to set up and take down?
  Happy dance if you've discovered a location that
  offers a setup and cleanup staff! It's not always
  the case that way. You will need to assemble your
  own team or recruit volunteers if these services
  are not offered.
• Does the venue have AV facilities? Some locations
  allow you to utilize the audio-visual equipment
  that is already there, while others will require
  you to carry it with you

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• A child of At Home Hospitality Services, Deccan
  Serai is one of the best 3-star hotels in
  Hyderabad near Hitech City that is not only close
  to all the major tourist locations but also near
  to shops and malls so that you can shop easily
  whenever you want.
• 6. Layout
• Even if choosing a location for your event will
  happen early in the planning phase, you should
  still have a general concept of the activities
  you'll be arranging, the amenities you'll need,
  and the requirements of both your team and the
  attendees.
• To help you choose, have a detailed floor plan
  for each location. Then, visit your top choices
  at least once, noting essential details like the
  locations of the outlets and any available AV
  equipment.

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• 7. Insurance
• Certain venues won't even do business with you if
  you dont have insurance. This is because there
  are some venues that need a specific level of
  responsibility. Typically, you can request this
  endorsement for your event from your general
  liability insurance agent. Prior to contacting
  your agent, it's a good idea to start early with
  your preparation to have this included and to
  have all of the necessary wording, address, etc.

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• 8. Ambiance and Accessibility
• Keep a close eye on the interior of the venue's
  current decor. What message does the interior of
  the building communicate, and what style is the
  architecture? If you're hosting a gala, your
  venue requirements will probably differ from
  those for an exhibition. You may need to do extra
  décor to make up for a space that doesn't quite
  convey the mood you want for your event (upscale,
  high tech, etc.).
• When a structure is described as being
  accessible, it means that anyone, even those who
  have special needs, may use all of its features.
  Understanding your participants' identities and
  needs will be necessary before you can respond to
  this question.
• You'll probably be aware of if there will be
  children at your location, but you might not be
  aware of the presence of people with other
  special needs. You might be able to get an idea
  of this by looking back on recent events that
  your organization has hosted.

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• 9. Acoustics
• Have you ever been to a party or event that was
  so loud that it was difficult to hear people,
  straining your hearing, and making you lose your
  voice all at once? Poor acoustics or the way
  sound moves through space, are frequently to
  blame for that. A low ceiling will give the space
  a pleasant appearance, but if it's crowded, it
  will make it noisier. On the other hand, a
  massive warehouse-style venue will produce
  echoes, or what architects refer to as
  "reverberation."
• Although acoustics won't necessarily influence
  your decision on a venue, there are certain
  techniques to improve them, such as using patios
  outside the arena. In their essay for the
  American Institute for Architects, Armstrong
  Ceilings recommends installing acoustical clouds
  or canopies to enhance a venue's acoustics.

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• 10. Ability to Change the Event Date
• It can be quite beneficial to negotiate with
  venues by being flexible with the event date.
  They may be trying to fill any available slots on
  their calendar. You're more likely to receive a
  discount if you give two or three possible dates.
• How to search for a venue
• It might be time-consuming to choose the ideal
  location for your event. Fortunately, there are a
  few time-saving shortcuts
• Inquire about the venues that best meet your
  needs by getting in touch with the neighborhood's
  Convention Visitors Bureau.
• Find nearby events that are comparable to yours
  and check where they are held by searching event
  listing websites like 10 times, eventful, etc.
• Use an online tool, such as EventUp, Peerspace,
  or Unique Venues. They support you in sifting
  through the various venues to identify the best
  option for you.

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• As you can see, selecting the location for your
  event involves many factors. You will discover
  the ideal location for your event if you keep the
  aforementioned in mind as you conduct your
  investigation.
• That said, we at Deccan Serai is one of the best
  Banquet Halls in Hyderabad that offers excellent
  parking space and amenities for all the
  customers. From Free Wi-Fi to pools and an
  amazing ambience, Deccan Serai is one of the best
  hotels in Hyderabad.
• Want to know more? Call us today or visit our
  website for assistance.

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• Thank You

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• Contact Us Hotel Deccan Serai
• Visit https//www.deccanserai.com/ Call us
  91 9701006789
• Mail reservations_at_deccanserai.com