How to Successfully Choose a Venue for your Event

Selecting the perfect venue for your event is critical to its success. In a dynamic city with its unique opportunities and challenges, here’s a localized guide to making the right choice:

1. Let it be Related to Your Event

The venue must reflect your event’s purpose and brand. For a formal corporate gathering, consider the professional halls in the Central Business District (CBD) or a prestigious hotel like the Transcorp Hilton. For a more creative or cultural event, look into the unique spaces at the Nike Art Gallery or a resort on the outskirts that offers a distinctive ambiance, if it’s a tech event, you can consider a techhub; the likes of Cafe One.

2. Easily Accessible via Map

Prioritize a venue that is simple for all attendees to find. Choose a location with a clear, precise address that is accurately pin-pointed on major navigation apps like Google Maps or Apple Maps. Ideally, it should be near major highways or public transit routes to ensure a smooth journey from various parts of the city.

3. Safety

This is a non-negotiable priority. Verify the venue’s security provisions: Is there adequate street lighting, a perimeter fence, and professional security personnel? In the Nigerian context, it’s also wise to inquire about the availability of a standby power generator (alternate power source) to avoid disruptions and ensure safety during a power outage. Always have a contingency plan for unforeseen circumstances

4. Capacity

Never underestimate the importance of correct capacity. A venue that is too small will be uncomfortable and violate recent safety codes, while one that is too large can make your event feel poorly attended. In the humid climate of the tropics, ensure the space has effective air conditioning or ample ventilation if it’s an outdoor space. Always physically visit the venue to gauge the true space and its suitability for your expected number of guests.

5. Assess Costs & Hidden Fees

Be meticulous in your budgeting! can’t emphasize on this enough. The quoted price often excludes hidden costs that are common in the region. Explicitly ask about charges for

• Generator fuel consumption for the duration of your event.
• Security personnel fees.
• VAT (Value Added Tax).
• Clean-up fees and service charges.
• Deposits and their refundability terms.
  Get a comprehensive breakdown in writing to avoid unexpected expenses.

6. Read Reviews & Get References

Go beyond online reviews on platforms like Google or Facebook. In many regions, personal word-of-mouth remains a highly trusted source of information. For a more complete picture, ask the venue manager for references from past clients and make a point to contact them directly.

When you speak to these references, inquire specifically about:

• The management’s flexibility and cooperation.
• How the venue handled any last-minute issues or requests.
• The overall reliability of the services promised versus what was delivered.

This due diligence is crucial to ensure you have a cooperative partner who can effectively handle unforeseen circumstances, such as the need to postpone or adapt your event.

7. Book Early & Negotiate

Popular venues are booked months in advance, especially during peak seasons like holidays, summer and dry seasons. Start your search early to secure your desired date. Importantly, everything is negotiable. Don’t accept the first price. Bundle services (e.g., using their in-house catering and AV equipment) to negotiate a better overall package deal.

8. Host with Izzy Africa

Unrelated to acquiring the right venues but did you know that hosting your event with Izzy Africa equips you with the right set of tools to have a successful event? By providing a seamless, all-in-one platform for creating stunning event pages, managing secure ticketing (both free and paid), and streamlining attendee registration and communication. With features like automated confirmations, seamless vendor stand sales, and the ability to vet attendees beforehand, Izzy Africa ensures your event is not only well-located but also well-organized from start to finish, allowing you to focus on delivering an exceptional experience.

Choosing the right venue is a foundational step toward a successful event. By carefully weighing these eight factors—from accessibility to cost—you can secure a location that not only meets your needs but elevates your entire experience. Now, with this checklist in hand, you’re ready to find the perfect spot and build an unforgettable event from the ground up. Feel free to read up on how the right venue contributed to Ekondo’s annivessary success here.