Navigating an event venue change can be intimidating but is something that most chapters have done or will eventually need to do. Once the transition is made, chapter members are often glad they did and usually wish they had done so earlier. The reason for change can vary for each chapter but the steps for choosing a different venue are often the same.
Reasons for Change
Has your banquet been at the same venue for the past 20 years? Are you having catering issues, but you are not allowed to bring in an outside caterer? Is the cost of your venue increasing so you can no longer able to offer a reasonably meal price? Is your venue aging and not being updated? Are you unable to secure a reservation on the venue’s calendar? Have you outgrown your space and can no longer increase your event’s attendance?
If you answered” Yes” to any of these questions, perhaps it’s time for a venue change. There may be other facility options within your community, which may mean better results for your chapter and for its ability to generate funds for RMEF’s mission in your state. In some circumstances, changing venues is essential. In other cases, it may be more convenient or lead to better results. Regardless, the steps in evaluating other options are mostly the same.
Evaluating New Venues
A new venue must meet the needs of your event and be a favorable change for attendees. Below are some important things to consider when evaluating new venues:
Facility Committee: The steps to take do not have to fall on the shoulders of a single person. Use committee members who want to help evaluate this change and empower them to do so. Delegate certain tasks and involve them in the process.
Location: This may be obvious, but it is important to look at your venue’s location and where your usual attendees live. Any significant relocation outside of where your core attendees live may affect their willingness to attend. In other circumstances, moving closer to a larger concentration of RMEF supporters may result in larger attendance.
Catering: Does this facility have its own catering service or are you able to bring in an outside caterer? Most convention center-style facilities have a house caterer tied to it. This can be a good thing since they are familiar with the facility and how to best serve larger crowds. However, it can also be a negative because they can increase prices, have poor food or service, and you are stuck working with them without any other options. There may also be some food and beverage minimums, which you must meet or be forced to pay the difference if your sales come up short. Most banquets also have alcohol sales, which are sometimes covered by the facility and contribute to the food and beverage minimum. It is often a good idea to see a price menu for drinks, so you and your attendees are not shocked the night of an event with above-market prices.
Capacity & Layout: When looking at capacity, do not simply use the facility’s capacity numbers as your own. Visualize and draw a layout that includes raffles, games and auctions. See what that will look like and what your total attendance will be. If the new facility allows your event to grow, factor in adding new raffles or games to the layout because you will need more fundraising opportunities within your event.
Facility Services & Amenities: What does this facility offer? Does it have a sound system, audio/video, tables, chairs and a stage? Are there outside items you will need to rent? Does the rental facility include set up, tear down and cleaning or will committee members be required to do that? If the facility does not have a house caterer, does it have a kitchen and prep area for a caterer? All these elements can be planned for but must be factored in logistically, as well as financially.
Acoustics & Sound: Nothing ruins a good venue like a bad sound system and acoustics! If there is a house sound system, be sure to test it before your event. If you need to rent an outside sound system, plan to do so.
Parking: One logistical item that can tarnish an attendee’s experience is parking. Does the venue have ample parking? If your event is in the winter? If so, will the parking lot and walkways be plowed? Is there available overflow parking? Are there other events using the same area and sharing the same parking lot?
Restrooms: Bathrooms are another logistical item that can leave an impression, good or bad, on attendees. Are they clean? Do they have plenty of toilet paper and paper towels? Are they within a reasonable distance of the event areas?
Check references: If scouting a new facility, ask its representative for the contact information of past users. Reach out to them to gauge their experience and the role the venue played in making it successful or less desirable.
Scheduling: What is the availability of a given facility? Can you stick with your traditional banquet date or will you have to make a change? If you can be flexible with your date and the facility wants to book more events, it may be to your negotiating advantage. Consider weekdays as an option, in comparison to weekends.
Cost: Remember, what your chapter charges attendees for their meals must cover the cost of the food, facility and logistical items like video/audio, tables, chairs, etc. Write out a detailed cost estimate to determine the per-person cost. Go over this detailed budget with your regional director to ensure everything is correctly factored. Will you have to increase ticket prices by 40 percent? Or will that price potentially go down? Either way, you must plan for actual costs and charge your attendees appropriately. Since RMEF is a nonprofit, always ask for special nonprofit rates when getting quotes for your venue and any of the above items.
Sample Venue Options: When looking at venues and sites, don’t pigeonhole yourself to traditional venues like convention centers. Consider other types of venues. Some of those may include fairgrounds buildings, wedding venues, large barns, airplane hangars or indoor arenas. RMEF has held events in a wide array of venues and getting creative with a potential venue may work to your advantage!
Conclusion
Changing facilities can be a fun and worthwhile process that sets your chapter up for many years of greater success. Changing facilities can cut costs and/or add more room to increase attendance. If that means your chapter can generate an average of $10,000 net revenue per year over the next five years, why wait any longer? More funds equate to more mission in your state!