EPG Spotlight
Smithsonian Institution Building, The Castle
The Gem in Unique Venues
When it comes to hosting a meeting or event, gone are the days of simply considering a hotel, conference center, private club or other similar venue. Top of mind for many planners is finding that unique space to generate a “Wow” effect that sends guests away with an extra-memorable experience. More spaces than you may think could potentially serve as an extra special location. As you begin the process, consider some of the following tips to help unearth the gem in your next unique event venue:
Who's Coming to Dinner?
First and foremost, you want to make sure that you know your audience as best as possible. This will help in determining the types of venues that may or may not be appropriate as well as how unconventional in planning that you can get away with. For instance, if you happen to know that your group is comprised of boating enthusiasts, then some form of event on a yacht or boat of sorts may work very well. Alternatively, if it’s a group that happens to fear heights, then taking them to a venue perched at the top of a very tall building – no matter how magnificent the view – may not be the best scenario for this population. While these examples may be somewhat rudimentary, there are many instances where a particular venue may not be the best option for a particular audience. The key will be in knowing who you are hosting and how to select a venue that can provide the best experience for the majority of your guests.
No Need to Reinvent the Wheel
What makes a unique venue so special is that it already comes with distinguishing characteristics. For instance, perhaps there are high ceilings, open foyers, breathtaking views, an outdoor garden with a gazebo or stately décor. The location might even have a “theme” to it such as a zoo, museum or amusement park. Here in the Washington, DC area, there are many unique venues such as the Smithsonian Institution Museums, Kennedy Center, U.S. Botanic Garden, the National Academy of Sciences, locations on Capitol Hill among other considerations. The key is thinking about those venues that already have a certain character that you don’t have to create. There will undoubtedly be other factors to consider such as bringing in tables and chairs, kitchen facilities etc; however, starting with an overall shell that sets the environmental backdrop can be half the battle.
Ask...Ask...And Then Ask Again
There are never too many questions to task when considering a special event venue. The more you ask the better, and this process can help in potentially avoiding any pitfalls. Types of questions to ask might include: What is the maximum capacity? What is the rental fee? Are there set times that we can use the facility? What time can we load in and out? What kind of power source is available? Are there kitchen facilities? Is the public allowed to access the space during the same time? Will I need to bring in tables and chairs? Are we required to use special union contractors? Are we expected to make any special donations to the facility? Is your facility ADA compliant? Do you have a list of preferred vendors?...and so on and so forth. This by no means is an exhaustive list. As you begin to ask these and other questions, more are sure to follow. The point is to gain as much background knowledge of the facility as possible so that you can make the proper assessment as to whether this venue will be the best option for your event.
Location, Location, Location
Hosting an event at a special location can be very exciting, but not if it’s difficult to get to. When considering a unique venue, identify whether it’s near some form of public transportation or whether there is ample parking (preferably free), if not, perhaps use a valet system. Ensure that the location is compliant with the Americans with Disabilities Act, including featuring ramps and other accommodations for persons with disabilities. If you do choose to use a venue that is “off the beaten path,” make sure that guests are fully armed with clear directions, and that signage is generously supplied along the way. If fiscally possible, providing shuttle transport for your guests would be ideal.
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