Industry Knowledge

Choosing the right venue is a cornerstone of successful event planning. The venue sets the stage for the experience you want to create and directly impacts attendee satisfaction. Did you know that DCE Productions offers event management services that include venue selection and contract negotiation? Here are some tips shared by our planners to help you navigate this crucial decision, here are the top considerations when selecting the ideal venue: 1. Location Appeal Is the venue in a desirable area with opportunities for attendees to explore and enjoy during downtime? A vibrant, accessible location with nearby restaurants, attractions, or scenic spots can help draw attendees with extracurricular opportunities. Finding the right balance between keeping attendees attention without losing them to outside attractions should always be a consideration. Or, perhaps you’d prefer to keep your audience captive and provide an amazing event experience for them from breakfast thru evening entertainment. In that case we might recommend a resort venue. 2. Capacity Does the venue provide options to scale up, or scale down to comfortably accommodate your expected number of attendees? The space should strike a balance between being too cramped and feeling too sparse. DCE’s event designers have experience laying out room configurations so your event will appear “full” when it’s go-time. And don’t underestimate the charm of smaller venues, which can foster intimacy and strong connections. For insights on maximizing smaller spaces, check out our blog post on small event venues.  3. Accessibility A convenient venue is a must for local and out-of-town guests alike. Consider proximity to airports, public transit, and major highways. Additionally, ensure the venue is equipped with accessible features like ramps, elevators, and other accommodations to welcome all attendees. Got an historic venue that is less than ideal for accessibility. DCE’s designers can help you configure your event to accommodate everyone. By bringing in ramps or portable stage elevators we can help you make sure you not only check off this box, but provide a seamless experience for all attendees and presenters. 4. Event Type Fit Does the venue align with your event’s theme and purpose? For example, a sleek conference center is ideal for corporate meetings, while a charming outdoor venue might typically be better suited for weddings. At DCE Productions, we specialize in transforming spaces of all types to match your use case. 5. Layout and Flow A well-designed layout supports smooth movement and an enjoyable experience. Think about how attendees will flow through registration, breakout sessions, dining areas, and networking spaces. The right layout can elevate your event’s efficiency and energy. 6. Vendor Flexibility Understand the venue’s policies regarding vendors. Whether you intend to or not, always insist that your contract permits you to use your own vendors for things like audio visual services and decorating. Having this flexibility can be essential to your event’s success, especially if you get into working with an in-house provider that becomes non-responsive during the planning stages, or breaks your budget. 7. Budget Compatibility While it’s tempting to splurge on a dream venue, staying within budget is essential. Look for venues that balance cost with the features and services you need. Don’t forget to account for hidden fees, such as service charges, taxes, or equipment rentals. DCE Productions provides complimentary contract review services to help identify the “gotchas” that can blow your budget. 8. Weather Contingency If your event includes outdoor elements, always have a backup plan. Ensure the venue offers indoor options or other accommodations to keep attendees comfortable in case of inclement weather. And always budget for your Plan B, and make sure your vendors offer flexibility when a weather-related change becomes necessary. 9. Contract Terms Review the venue’s cancellation and rescheduling policies carefully. Clear, reasonable contract terms ensure you’re protected if plans change unexpectedly. Final Thoughts Choosing the right venue involves balancing logistics, aesthetics, and functionality. By considering factors like location appeal, layout, technical capabilities, and vendor flexibility, you can set your event up for success. Ready to bring your vision to life? At DCE Productions, we can augment your event planning team to help create memorable events no matter the venue. Contact us today to start planning your next event! Let’s create something great! Reach Out Today! Core Services

Planning an event in a small space can feel limiting, but with the right strategies, you can create a comfortable, engaging environment that delivers a big impact for your audience. Here are a few space-saving and atmosphere-enhancing tips to help you make the most of a small event space. 1. Skip the Stage, Use Bar Stools In a small space, the traditional stage setup can take up valuable square footage. Instead, consider using bar stools to elevate your speakers for easy visibility. Not only does this save on space, but it also creates a more intimate and approachable environment for your audience, allowing attendees to feel connected to the speaker without the bulk of a large stage. 2. Opt for Dual Monitors Instead of a Large Screen While a single large screen is often a go-to solution for presentations, it can overpower a small room. Instead, go for two monitors on either side of the space. This setup not only saves room but also allows attendees to have clear visibility of the content from various vantage points. If you want to make a bigger impact with your content, think about using a custom-configured LED wall that fits your space perfectly. It’s a great way to leave a lasting impression on your audience! (Read more about the benefits of LED walls versus projectors in our LED Wall vs. Projector Blog.) 3. Expand Your Reach with a Virtual Audience Even in a smaller venue, your event can have a much larger impact. Set up a streaming option for virtual attendees who can’t join in person, expanding your reach and adding more value for your sponsors. Live streaming to a virtual audience not only broadens your event’s scope but also allows for interactive Q&As or discussions with online viewers, which can create a more dynamic experience for everyone involved. 4. Choose a Space-Smart Seating Arrangement When space is at a premium, choosing the right seating style is key. Theater or classroom-style seating typically works best for small rooms, allowing you to maximize seating capacity without feeling cramped. Classroom-style seating, in particular, provides workspaces for note-taking or materials, which can enhance attendee engagement. Explore more seating options in our Seating Arrangement Blog, where we share insights on creating comfortable, space-efficient setups. Get Creative with Your Event Space! With these creative strategies, you can transform any small event space into a functional, inviting environment that resonates with attendees both in-person and online. At DCE Productions, we’re here to help you design and execute the perfect setup to match your event’s needs—no matter the space constraints. Let’s make your event unforgettable! Let’s create something great! Reach Out Today! Core Services