A Perfect Day With Businessman At Landmark Pallavaa Hotel
Organising any event big or small, business or meetings, show cast a new product or Business
development plans, the big common need is the good venue and a very big portion of budget is
allocated for choosing the best venue, it sets the right tone of your event with the best of class
amenities & a cool environment with mind blowing ambience to set the mood of your guest or
attendees and making an event very successful.
A lot goes into the planning of the event and the venue plays the vital role keeping in
mind the type of event , catering service , parking lots , ambience , environment , space , size of
the event , rough estimate of guest or attendees and the amenities provided with in the venue . In this blog i have given a few guidelines to help you take a decision to corner on a best
venue keeping in mind the basic need of any event.
Early is better
It is a better to book your venue well in advance of the event which gives you a breathing
space to look on critical matters related to your event and venue like catering, parking,
upholstery, furniture & fixtures and a good time to plan other materials & medium to host your
event. I could recommend minimum of four to six weeks in advance.
Every event is different and need changes accordingly. An event with people or guest and
attendees from other cities, plan accordingly keeping the traffic condition and peak hours in
mind and have a clear arrangement for transportation with an agreement with the venue
provider, for your guest & attendees to reach at time without any hassle. Provide the driving
direction & maps for a better communication and easy navigation through GPS.
Get the illustrated floor plan of the venue beforehand to plan your activities & amenities
required to carry out the event like , speakers , output points , AV points , stage , chairs & tables ,
registration point , snacks area etc. . Having a lay out plan will give you a clear idea and you may
escape the hassle of visiting the venue again for organising your requirements.
Services & Amenities
Get a very clear picture of the basic services & amenities
available at the venue with the venue provider for a better management. For examle does the
venue have an in -house kitchen for preparing food or you have to depend on outside source for
food & beverages. Check on the quality & taste of food well in advance because if the taste is not
good it will give a very bad impact on the guest or the attendees spoiling the mood of the whole
event . Cross check on the availability of chairs, tables, linens and other furniture's matches
your requirement or not to avoid last minutes tension of arranging these things. Does the venue
provide a cleaning crew or you have to make your arrangements. Check on all the electrical
gadgets like Audio & visual equipment well in advance with the quality of the sound, otherwise it
is better to arrange from other vendors.
Calculate the rough number of guest and check on the capacity of the venue,
it could be very uncomfortable to accommodate 500 people to fit in to a 250 capacity hall or
rooms. Have a clear check on the safety & security codes at the venue. Take a personal walk on
the venue property & rooms about the maintenance & hygiene of the the room
Acoustics defines the sound quality at the venue; you have to consider and have a clear check
because a very loud and unclear sound can spoil the whole show of the event, and even strain
the hearing of the guest or attendees all through the event. The shape, size and dimension of the
venue have to be considered very much to get the right sound quality to make the event
This is a very important aspect which can't not be taken for granted as the whole mind set &
mood depends on the ambiance of the venue. A bad interior and can send a negative impact on
the guest & attendees. It is always better to arrange good decor from outside vendor if the venue
provider is unable to give you the required richness for decorating the venue. The ambiance
should very much match the event you are holding to get the desired results.
In today’s hi-fi & Wi-Fi environment it is very important to have a complete check on the
electrical charging point and the strength of the Wi-Fi provided with in the venue for the best
results if not it is always a good idea to get a supplement service to avoid slow down or blocked
access. Every guest or attendee will have one or more device and will be happy and appreciate
having plenty of charging points.
Cost & Flexibility
Last but not least do not get surprised by extra or hidden charges, it is better to get an itemised
list of all potential charges when booking the venue. Do not go by the estimate offered by the
venue, at times they may charge a load in & load out fees or other charges which may put you in
difficult times at the final payment hours.
Find the venue that offers or has the facilities for a after hour entertainment like Bars , fitness
centre , indoor games , swimming pool to keep the attendees or guest to freak out after a
meeting . Work out with the venue manager for special activity like art & crafts to make the
event more joyful.
I hope that the above guidelines will help you choose a good venue or resort to
make the event you are organising a gala one . A one good venue in mind keeping the entire
requirement in mind i could suggest you to have a peak into pallava resorts on ECR road with all
the required amenities & cool environment.