The specialists of the event agency "Aventura" have prepared several examples for you, which vividly demonstrate how to transform a simple production space into an exciting venue for the event.

When the event concept photo zone is developed and the idea is approved, every organizer faces the question: where to hold the event? To ensure a successful event, it is necessary to choose a suitable venue. It should correspond to the goals and objectives of the event. Today, there is a wide variety of spaces to suit every taste. The only thing left is to determine the scale, necessary characteristics, and price range.

But sometimes there are moments when no venue meets the stated requirements. For example, there may not be enough space at the venue, the establishment's format may not be suitable, or the client has their own space. In this case, it is necessary to look for alternative options and create a venue "tailored" to your needs. The specialists of the event agency "Aventura" have prepared several examples for you, which vividly demonstrate how to transform a simple production space into an exciting venue for the event.

What to pay special attention to when inspecting the venue and where to start preparing?

Floor plan

Working with any venue, including an unprepared one, starts with inspecting the premises. Event managers visit the future event location to assess the overall condition of the venue, take interior photos, create panoramas, and take necessary measurements. If the owners of the premises have a technical building plan with all dimensions, it's a plus. However, any information always needs to be double-checked to avoid mistakes in the future.

Sometimes event managers even use satellite images. They are helpful when it's not possible to visit a remote venue. Using Google Maps, for example, it's possible to measure the area of a building or parking lot. Then, based on photos, drawings, and panoramas, designers create layouts and 3D models of the venue, placing furniture and equipment in the space. Thanks to detailed visualization, we understand whether guests will be comfortable at this venue and whether it meets the set objectives.

Capacity

The size of the venue depends on several important factors: the format and objectives of the event, the number of guests and their seating arrangement, as well as the type of furniture used. For example, the minimum area per banquet participant is 2-2.5 sq.m per person. For a cocktail reception, no less than 1.5 sq.m per person is required, and for a conference with "theater" seating, 1 sq.m is sufficient. It's also necessary to consider space for a dance floor, stage, entertainment areas, and welcome zones. At the same time, it's not advisable to choose overly large or, conversely, too small spaces. In a spacious hall with few people, it will be just as uncomfortable as in a confined space with a crowd.

Technical equipment

When choosing a venue, special attention should be paid to its technical equipment. It's important to consider the quantity and format of furniture,, technical condition, и power of sound and lighting equipment, availability of air conditioning, access points to electricity and required voltage, as well as other characteristics.

If the venue is an entirely unequipped production space, all necessary technical components need to be provided by the organizers. In particular, it's necessary to consider the acoustics of the venue, which is responsible for sound propagation in space. For instance, low ceilings create a cozy atmosphere, but with a large number of guests, the noise level increases significantly. On the other hand, high ceilings create echo and reverberation, so if necessary, organizers resort to draping walls.

Another important technical characteristic is lighting. Today, lighting is not only a necessary component of any event but also the trendiest decoration option. With lighting, it's possible to hide what needs to be hidden and draw attention to what needs to be shown. If the room is not dark enough, a special lightproof curtain called "Blackout" is used.

Cloakroom

Any event, like a theater performance, starts with a coat rack. Therefore, when inspecting a venue, it's important to consider not only the presence of a cloakroom but also its capacity. If the room is not equipped with a cloakroom, it needs to be provided and allocated space for it.

Restrooms

It is worth checking not only the location of the toilets and their quantity in advance, but also their condition. Sometimes it happens that the ladies' and men's rooms require repairs and guests will feel uncomfortable visiting them. If the technical condition is fine, it is important to take care of the necessary toilet accessories and signs.

Smoking areas

If the venue does not have equipped smoking areas, it is important to organize them and prepare signs. If there are smoking areas on-site, it is important to ensure they are kept clean.

Navigation

If the venue is large enough, it is worth preparing a floor plan indicating all areas (parking, entrance/exit, toilets, smoking area, stage, activity areas, buffet tables). In addition to this, signs are essential to help guests navigate the venue.

Stairs and elevators

Special attention should be paid to the condition of the stairs and elevators at the venue, if any. It is important that every guest can easily reach the event location. The elevators should be in good working order, and the steps of the stairs should be non-slip and intact. In addition to the main entrance for guests, it is worth finding out where oversized equipment can be delivered.

Safety and fire exits

Any venue for mass events must comply with safety regulations and be equipped with emergency fire exits. It is necessary to study evacuation plans in advance and check the availability and functionality of the fire alarm.

Parking

When choosing a venue, it is necessary to pay attention to such a significant criterion as parking. After all, the success of the entire event largely depends on it. It doesn't matter how many people are planned for the event, whether it's 50 or 500, it is important to take care not only of their comfortable accommodation at the venue, but also of where they will park their cars.

Often, regular street parking lots are not designed for a large number of cars, so if there is not enough space on the premises, it is worth considering nearby permanent parking lots or the Valet-Parking service. With this service, guests can simply leave their car to a professional driver right at the entrance to the building, and he will in turn issue a parking ticket and drive the car to a rented parking lot. Just make one call to have the car brought to the entrance. All this saves time and nerves in search of available parking spaces.

Accessibility by transport

The accessibility of the venue and its location are important for most event participants. If you have chosen some unusual remote venue for hosting an event transfer for guests.

Unconventional venues for hosting events

In 2008, during Fashion Week in New York, the magazine "Interview" hosted a party in an unfinished hotel. To give surrealism to the interior, the first floor and penthouse were illuminated with bright red lights. At the same time, ruby luminescence was positioned so that it could be seen from the street. The decor included pipes, wires, overturned trash containers, yellow tape, and orange mesh.

Another interesting option for an unconventional venue is a factory building. For example, in 2011, the architectural studio "Raw Design" organized an event in an old bread factory that was scheduled for demolition.

Our event agency "Aventura" has repeatedly partnered with the Annual "Main Hero" Award, which honors the best company executives. Unconventional venues were always chosen for this event: a production facility of a cartographic factory and a loft space of a local closed plant. During the transformation of a regular venue into an elegant hall for ceremonies: a large professional stage, powerful screens, high-quality sound, lighting and video equipment were installed. The venue was fully branded: decorations, space design with bright lighting effects. Thematic entertainment zones, stage shows and a buffet for 500 people were also organized.

The event agency "Aventura" takes care of the comfortable stay of guests at the event, so it always selects the best options for holding events and keeps track of opening new interesting venues.

In summer, outdoor events are popular. Urban and natural parks, waterfront areas, open arenas and stadiums - these places are perfect for a large number of people and delight with their natural beauty. The main thing is to take care of safety, bio-toilets, technical equipment, and shelter in case of rain. It is also important to understand that most of these natural venues are a blank canvas, and it will take a lot of effort to provide the event with everything necessary, including electricity and water. We will tell you about the most unusual outdoor venues in the world in our next articles, follow the news and subscribe to our newsletter!