5 Tips on Sourcing for the Ideal Meeting Venue
Amidst the multiple challenges of planning an event, one crucial factor that can directly impact the event’s successful implementation is the venue. When choosing a venue, one should consider multiple factors beyond the venue size and cost. There are various aspects that need to be taken into account. Here are five tips to help you source your ideal event space.
1. Size of event
It is important to balance the size of the venue with the size of your audience. Bigger is not necessarily better, but you should cater for adequate space so attendees have enough room to stretch, mingle and breathe. Conversely, if your event is of a smaller scale (under 100 pax), you might want to avoid overwhelming your guests by holding it in a cavernous venue. Select a cosy venue for an intimate and comfortable gathering where attendees can easily connect and network with each other. Singapore has a wide range of meeting venue options, ranging in capacity from five to 30,000 pax (Singapore EXPO).
2. Location and budget
The venue’s location can determine whether your event attracts a good turnout. Before confirming your event venue, ensure that it is well-connected to the public transportation network (bus, rail, taxi) and that it has ample parking spaces. Additionally, depending on the nature of your event, you may want to check out the venue’s proximity to amenities such as accommodation, dining options and recreational facilities as these could affect how delegates perceive the desirability of your event.
Venue rental will likely be the single biggest overhead cost, especially if it is an upscale facility. Venue prices tend to vary depending on demand so do try to schedule your event during a low season to save cost. Being flexible on your event dates can also be a great negotiating tool, as certain days of the week tend to cost less.
3. Type of event
It is important to ensure that the ambience and décor of the venue matches the desired mood and theme of your event. If you are organising a gala dinner, you will have a different set of requirements than if you were planning for an expo or a casual networking session. Singapore provides a wide array of venue options that are suitable for events ranging from formal conferences (e.g. Sands Expo® and Convention Centre, Resorts WorldTM Convention Centre) and board meetings to gala dinners (e.g. Gardens by the Bay, beaches on Sentosa island,), and casual networking sessions (e.g. Night Safari, Universal Studios Singapore®). You can also select from a range of unique venues such as the luxury tall ship Royal Albatross, Sands Skypark®, S.E.A. AquariumTM as well as museums such as ArtScience MuseumTM and National Gallery Singapore.
4. Facilities and equipment
Select a meeting venue that has the facilities you require for your event such as technical capabilities, wheelchair access and food catering. Whether it is a simple slideshow presentation or an elaborate immersive audio-visual experience, ensure that the venue can accommodate your needs. Additionally, do enquire if the venue provides charging stations for mobile devices and Wi-Fi services for your attendees as these are essential to providing a good experience for your delegates.
Suntec Singapore Convention and Exhibition Centre offers a wide range of high-tech audio-visual services, including its new holographic projection technology to create an immersive event experience and on-site technical support. It also offers free high-speed Wi-Fi services across the complex. Suntec Singapore allows third-party approved suppliers to offer additional services such as simultaneous translation, 3D projections, special lighting and a wide range of audio-visual services for events held in its premises.