Features to look for when selecting a large event venue
Large events require an extra layer of planning, coordination, and precision to ensure that the attendees get the most out of their event experience.
Complex events with at least 200 attendees (and sometimes more than 1,000) that take place over multiple days are typically considered “large-scale” events.
Examples of large-scale events include the launching of a new product, hosting a conference or tradeshow for industry thought leaders, hosting a gala or networking reception, offering training sessions to employees or industry professionals, and bringing employees together for a town hall or holiday party.
Some questions to consider when planning a large event:
- Is the content engaging and interesting?
- Is the food going to be tasty and satisfy hundreds of attendees?
- What are the best ways to drive networking among attendees?
Large events often require venues with multiple-use spaces to allow for speakers and panel sessions, activations and exhibitor booths, and dining and work areas. When planning a large event, here are some of the most important features to look out for when selecting a venue that will address the questions above, and more.
1. Choose an impressive and convenient location.
If your event is going to include speakers and panel sessions, be sure to look for a venue with at least two (or more) auditorium-style spaces, with lots of space for theater-style seating to accommodate the most attendees possible. If you’re planning a large event in Chicago, Convene Willis Tower has robust general session spaces with plenty of break-out space, as well as floor-to-ceiling windows and private outdoor terraces. This type of venue with flexibility and brandability will be perfect for planners, and the centralized location in the heart of Chicago’s Loop neighborhood will be ideal for attendees.
2. Opt for a private, street level entrance for a smooth check-in process.
Managing the crowd at various points of the event is an important element of executing large events, especially the first impression: check-in. Planners need to consider how to get large groups of people into the venue at the start of the event in a safe and smooth manner. While opting for a check-in app to streamline the process, it’s also worth considering a venue with a private street-level entrance. This way, attendees have a clear path for entry. If you’re planning an event in New York City, Convene 117 West 46th Street has a beautiful street-level entrance that is secure, brandable, and offers a seamless guest experience.
3. Look for venues with character and inspiring design elements.
Gone are the days of hosting an event in a stuffy hotel ballroom without any character or design appeal. You want your attendees to be taking photos at your event, getting inspired, and feeling like their experience is special, even at a corporate event. When it comes to design, Convene is extremely thoughtful and each location has elements that pay homage to the surrounding area. In San Francisco, the Convene 100 Stockton venue celebrates “Karl, the Fog,” San Francisco’s illustrious weather phenomenon. Our design team incorporated an ethereal statement light fixture as well as reflective art and decor throughout the space. The design narrative for the space is also reminiscent of the surrounding landmarked architecture and coastal contemporary residences with elements including dramatic stonework, warm woods, and bold sunset colors of varying opacity. This space is stunning and will give your attendees something to talk about.
4. Use technology to communicate with attendees.
You’ll want to ensure proper signage is visible around the venue, especially for a large group. To be more sustainable, avoid using printed signage at your event and instead opt for a venue with built-in technology, such as TV screens, media walls, or LED panels to provide updates throughout the space. Make sure the event agenda, QR codes, and information about restrooms and staff-only areas are easy to locate. In addition to way-finding screens and digital signage, at etc.venues 360 Madison Avenue in New York City, you can take advantage of an LG media wall capable of a 1,300:1 contrast ratio and 178 degree vertical and horizontal viewing angle. This 9-foot by 6-foot video wall wows attendees with light, color, and scale displaying videos, photos, slideshows, or a combination of media types.
To inquire about booking a large event at a venue within the Convene portfolio of brands:
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