Are you in the process of planning an important event? Any event, no matter how big or small, requires a good venue. The perfect venue will be able to set the mood and ambience of your event, making it more immersive and enjoyable for your guests. On top of that, you can also utilise the venue for the benefit of your event, such as making use of stages, platforms, and other aspects of your venue. Before you dive straight into picking a venue, however, take a moment to consider what you need from your venue and the type of venue you are looking for. For easy reference, here’s a list of the different aspects event organisers in Singapore often consider when sourcing for a venue.
Venues are budget-heavy, especially if you are aiming for an up-market location. Venue rental companies also tend to have their own calculations that take into consideration the duration of your rental, the number of guests, maintenance fees, and other expenses. Before deciding on a venue, it is a good idea to check how the pricing is calculated and whether this is a flat rate or if you might incur further fees. It is also normal for venue rental prices to fluctuate depending on the current demand. For instance, most venues usually cost more for weekend rentals than weekday rentals since there are more events going on during the weekends, increasing the demand for venues. Additionally, there also tends to be more events during festive seasons, which could result in higher prices. You can typically request a quote from the venue rental company by contacting them with a brief description of what you will be using the venue for, as well as the planned dates and duration of your event. If you are under a tight budget, you may be able to cut down on your venue rental costs by holding the event during an off-peak season.
The more obscure your location, the less likely people would be willing to travel all the way to attend your event. Holding your event very far away from major transport lines can also cut down on your guest list, especially for those who do not have access to cars or are unable to afford a private hire vehicle. Depending on your target audience, this may be a key consideration in choosing your event venue. To maximise the accessibility of your event and thus increase the number of prospective visitors, we recommend picking a venue near popular public transport routes, such as at a convenient walk from a major MRT or bus interchange. If you are expecting people who drive, your venue should also offer on-site parking or be situated near an open parking space, such as a HDB carpark.
Another aspect that can help you narrow down your list is the capacity of each venue. If you already know exactly how many people will be attending, you can save plenty on your budget by renting a venue with just the right capacity. However, do consider that if your event is open to walk-ins, you may end up with more guests than expected, which can be a problem if your venue is too small to accommodate everyone. You may also require more space for certain set-ups or equipment if it is not already provided, such as a sound system. It is usually safer to rent a venue with a slightly higher capacity than required just in case you end up needing the extra room.
Unfortunately, it sometimes rains a little too often in sunny Singapore, especially during the monsoon season – which means that that open-air year-end party you’ve planned could go up in smoke if it rains and you don’t have an alternative venue. Even if your venue is sheltered, the rain can still deter some guests from showing up if the walkways to your venue are in the open. Sometimes, it’s just not possible to book a sheltered place instead. You may need the venue to be out in the open, such as for a sports meet. What’s the best way to solve this? Well, you can’t exactly control the weather, but you can plan for an emergency. Event organisers in Singapore often have backup plans in the event of inclement weather. If you have no other sheltered options, check with the venue manager for any options they can provide that might help to deal with the rain.
Choosing the perfect venue for your event certainly entails plenty of considerations, but a good event management company in Singapore will be able to settle the logistics for you and assuage your worries. For more tips from our event management company in Singapore, check out our other blog articles!