Searching for the perfect venue for your event needs careful consideration of various factors, all working together to ensure a successful and memorable experience for you and your guests.

A recent poll we ran a week ago, shows that venue searching is top of the agenda for many this year.

So, here are some tips to help you in your venue search;

1. Define Your Event Needs:

– Clearly outline the purpose, theme, and requirements of your event, not just what you want to achieve with your event, but how you want your guests to think and feel (you’ll be amazed at how much the venue you select will support you to achieve your event vision).

– Determine the number of attendees, layout of the rooms, preferred date, and duration of the event.

– Think about what level of event production and entertainment you are looking for as this will need to be factored in right from the start.

– Also consider set up and break down time, many forget about this and it is an essential part, especially if you are looking at events that require stage sets etc.

2. Set a Budget:

– Establish a budget for the venue, keeping in mind other associated costs like catering, decorations, entertainment and AV equipment. It’s important to also factor in a contingency for your budget, even the best planned events can have unplanned costs crop up from time to time.

3. Consider Location:

– Choose a location that is convenient for your attendees in terms of accessibility and proximity to public transportation.

– If your event venue is going to be off the beaten track then ensure you can provide a robust transport plan for your attendees along with the merits for hosting the event in a remote place.

– If it’s a destination event, ensure there are nearby hotels and amenities available for your guests.

4. Venue Capacity:

– Ensure the venue can comfortably accommodate your expected number of guests along with any additional room needed for staging/production and entertainment if required for your event.

– Consider both seating and standing capacities, as well as any special requirements for your event type.

5. Facilities and Amenities:

– Assess the facilities provided by the venue, including audio-visual equipment, Wi-Fi, parking, and catering options, its important to understand if there are any additional external requirements such as AV/production support is needed or if the venue can accommodate all of your needs.

– Check for accessibility features, such as ramps and elevators.

6. Ambiance and Style:

– Ensure the venue’s aesthetic aligns with the theme and tone of your event.

– Consider the ambiance, lighting, decor and overall atmosphere that may be required to transform the room. If its an all day and night event, how you will change the look and feel whatever time of the day.

7. Availability and Flexibility:

– Check the availability of your preferred date and time.

– Inquire about the venue’s policies regarding setup and teardown times.

8. Visit Potential Venues:

– Schedule site visits to shortlisted venues to get a first-hand look at the space.

– Pay attention to the condition of the facilities, cleanliness, and overall maintenance.

9. Review Contracts and Policies:

– Carefully review the venue’s contract, including cancellation policies, deposit requirements, and any restrictions.

– Clarify any uncertainties with the venue manager.

11. Consider Tech Requirements:

– If your event involves presentations or performances, ensure the venue has the necessary audio-visual equipment and technical support. If not, enquire if you are able to bring in your own AV and Production teams.

12. Permits and Regulations:

– Confirm that the venue complies with local regulations and obtain any necessary permits for your event.

13. Plan for Contingencies:

– Enquire about backup plans in case of unexpected issues, such as technical failures or weather-related concerns. What flexibility does the venue have for any act of god related events?

Getting the right dietary requirements for your attendees should be top priority

14. Catering:

– It is important to understand what catering requirements would be needed for your event. Is there a particular theme, what percentage of your attendees will have special dietary requirements.

– Depending on your event size and requirement, some venues will offer a ‘tasting session’ pre-event.

15. Enlist the support of a venue finding agency:

– Any events agency who support their clients with venue searches and event support will tell you, lack of time and sometimes resource are the key factors as to why clients turn to them time after time.

– Working with an events agency will not only give you back valuable time back, they will also have strong working relationships with many venues, enabling a strong position for you to negotiate the best rates and agreements.

– The events agency you instruct to support you should have your requirements at the heart of their search, they should have a very good understanding of your requirements and provide you with a number of options to select, along with accompanying you to the site visits.

– The support shouldn’t really stop once the contract is signed, can the events agency guide and support you with entertainment, production, providing support on the day? Any agency worth working with, should be in a position to support you wholeheartedly with all of your events needs if required.

I hope you’ve found this information useful for your 2024 event planning.

As always, should you have any event support and venue finding requirements, you know where the Sheer Edge team are!

email: hello@sheeredge.co.uk or call us: 0330 223 3176

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Dating back to 1077 this impressive Manor has been transformed into a versatile meeting venue, with acres of land to host your next team building day. The historic journey of Ashorne Hill from 1077 to the present day has seen many historic events, in 1945 it was used a conference centre and retreat, 1969 they built an extension to include more meeting rooms and a dining room, from this date onwards they have always been improving and adding to the building to make it even more versatile and workable for its clients and the “rest is history”.

What we love about Ashorne Hill;

· In 1967 they become a charitable trust. Every penny they earn from meetings and events gets put back into the property to continuously improve it and make it better for the their clients and colleagues. The extension development is impressive, and they really have the users in

mind when they improve their facilities.

· They have their own programmes to support learning. Learners can develop personally and professionally through a wide range of programmes they have on offer. Management, leadership and psychometrics are a few of the fantastic programmes they have available to learners.

· They take your health and wellness seriously. Wellness is at the heart of everything they do from the extensive range of food and beverages offered along with the wellness walk and numerous facilities to accommodate you taking time to be in the present. They believe this is a fundamental building block to successful learning experiences. It is rare that you find a venue that really has your every need catered for and more importantly they care about you, and everyone as an individual.

· Sheer Edge always aim to find venues during our searches that are EcoSmart! We believe it is always important to find a venue for our clients that take sustainability seriously and make every effort to make a positive impact. Ashorne Hill has been awarded a platinum award by Greenage Solutions for their effort and impact on sustainability.

· The staff – are what really makes this venue work. Their dedication and long service says it all. They are dedicated to you – they really want your event to go well and for you to enjoy every minute you spend there with them.

When we visited Ashorne Hill we were made to feel like we were at home, the service and catering were impeccable, and nothing was too much trouble.

We would always recommend a venue that touches our hearts – we love what this venue stands for, we agree with their ethics and ethos, and with the great location, extensive meetings rooms and superb facilities we would always recommend this venue, knowing you will have the very best experience whilst there.

If you would like to find out more about what Ashorne Hill has to offer, get in touch with the Sheer Edge team today: hello@sheeredge.co.uk or call us on: 0330 223 3176

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Contingency planning for events is essential for several reasons, and it’s important to understand why it’s worth the effort. Here are some key reasons why event contingency planning is crucial:

1. Risk Mitigation: Contingency planning helps identify potential risks and uncertainties associated with an event. By doing so, you can take proactive measures to mitigate these risks or prepare for them, reducing the likelihood of disruption or failure.
2. Minimise Disruptions: Events can be derailed by unexpected circumstances, such as weather, technical issues, risk of protest or emergencies. Contingency plans enable you to respond quickly and effectively to these disruptions, minimizing their impact on the event and its participants.
3. Maintain Reputation: A well-executed contingency plan can help preserve your organisation’s reputation. When attendees see that you are prepared for unexpected situations and can handle them professionally, it builds trust and confidence.
4. Legal and Compliance Obligations: Depending on the nature of your event and your jurisdiction, you may have legal and compliance obligations to consider. Contingency planning can help ensure that you meet these requirements, avoiding potential legal issues.
5. Cost Savings: While contingency planning does involve some upfront costs, it can ultimately save you money. Without a plan, you may incur significant costs in the event of a crisis or disruption. Having a plan in place can help you manage these costs more effectively.
6. Insurance Requirements: Some events may require insurance coverage, and insurers often expect to see a well-thought-out contingency plan. Having one in place can facilitate the insurance process and potentially reduce premiums.
7. Peace of Mind: Knowing that you have a plan in place can provide peace of mind to event organizers, participants, and stakeholders. It helps reduce anxiety and uncertainty, making it easier to focus on the successful execution of the event.
8. Adaptability: Contingency plans are not just about reacting to negative events. They can also help you adapt to unexpected opportunities or changing circumstances that could enhance your event’s success.
9. Professionalism: Having a contingency plan demonstrates professionalism and a commitment to the success of your event. It shows that you take your responsibilities seriously and are prepared to handle whatever comes your way.
10. Learning Experience: Developing a contingency plan can be a valuable learning experience. It forces you to think critically about your event’s logistics and potential challenges, which can lead to better overall planning and execution.

In summary, event contingency planning is essential because it helps you anticipate and prepare for the unexpected, reduces risks, maintains your reputation, and ultimately contributes to the success of your event. While it requires time and effort, the benefits far outweigh the costs in terms of both financial and reputational outcomes.

I truly hope you don’t ever need to factor in any major issues for your planned events. However, by having a contingency, you can be prepared to act upon challenging situations.

If you would like support with pre-event and live event management, get in touch. With over two decades of experience in the hospitality and events industry we pride ourselves in supporting our clients to achieve exceptional events.

hello@sheeredge.co.uk or call us: 0330 223 3176

#contingencyplanning #events #planning #eventplanning #contingency #planb #eventsupport

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Well look no further… 

7 Miles from Heathrow Airport and Central London, on the Bank of the River Thames, surrounded by 25 acres of land, over 24 squash and tennis courts, Gym, Pool, Sauna and Steam and much much more to leave you wanting to stay for a very long time in one of their 155 beautiful bedrooms…. 

The Lensbury – Londons Riverside Resort…

Is the perfect venue for you, your family and your team.
Dive into a world of sports, relaxation and luxury, whether you are travelling with work or family, The Lensbury has something for everyone.  

If you are thinking of a venue for meeting space this venue has 28 meeting and event spaces, and a huge outdoor area for lunch, BBQ dinners and drinks on the lawn overlooking the River Thames.
Each meeting space comes with WIFI, AV, Conference supplies and refreshments (which are delicious!)  

If you are thinking Team Building, then this is the place to be! The Water Sport activities are superb – Dragon boat racing, Raft building, Kayaking and River Quest, or why not make use of the acres of land they have to offer for a different team building experience like an inflatable assault course, or make your own sustainable soapbox to race with your team to be the winner!  

The food here is delicious! The service is second to none, and the variety is just superb.  There is just nothing not to LOVE. The Lensbury ticks all the boxes here are some of our thoughts on why this venue is so great!

A vast array of meeting rooms.

A space in abundance for outdoor dining, outdoor events and team building activities. 

Gorgeous food that will impress. 

An ideal space to have a work meeting and bring the family, they will be entertained whilst you work, with, an onsite creche, soft play, pool, and children’s activities galore.  

A dedicated team to look after your every need 

Space – to explore, unwind, work and play 

A must-see venue – trust us, you will be going back time after time; we cannot wait for our next visit.  

If you’d like to check availability and find out a little more about how The Lensbury could work for your programme of future events. Get in touch with us today: hello@sheeredge.co.uk or call us: 0330 223 3716 

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