6 Factors to Consider When Finding A Suitable Event Venue in 2021

Following the introduction of the COVID-19 vaccine, overall concern levels around the pandemic are easing in 2021. According to a Kantar survey of nine countries in APAC, consumer sentiment is changing rapidly and becoming more optimistic than the USA and Europe. Organizations are now more proactive in their strategic planning. 

In this new age of events, meeting planners remain just as busy. Selecting a venue is of significant importance to ensure it can accommodate the new normal of meetings and events. Read on to learn what factors you should consider when choosing a venue to deliver a compelling experience: 

1. Health and safety measures

Providing a safe meeting environment is a top priority. How the event is set up is crucial; from the seating arrangements to the food and beverage offering, social distancing, sanitation, and food handling measures are paramount. It is essential that your attendees feel comfortable and confident in their surroundings to get on with the event's purpose. Don't be afraid to ask about a venue's hygiene and safety protocols and their steps to comply with COVID-19 regulations. 

The Marriott Cleanliness Council, launched in April 2020, was introduced to elevate cleanliness standards and highlight the groupwide commitment to providing guests with a safe meeting environment. With a "touch-less" approach, operational procedures have become more digital with enhanced cleaning technologies such as electrostatic sprayers in public areas. To win the trust and confidence of event organizers and attendees, the Cleanliness Council works alongside cleanliness experts to share easily accessible insights and best practices on a dedicated platform; Connect with Confidence. 

2. Location

When booking a meeting venue, the geographical location will set the tone for your event., There are various factors to consider whether you're planning a day meeting or a corporate strategy retreat. For example, the venue's proximity to the airport, transportation links, and local restaurants and attractions will determine what is best suited for your event. With an extensive brand portfolio, Marriott International offers a plethora of various meeting venues across a multitude of locations. 

City hotels such as the Bangkok Marriott Marquis Queen's Park or the Sheraton Saigon Hotel & Towers are both ideally located in downtown areas. Featuring comprehensive meeting facilities, these hotels connect their guests to the bustling cities surrounding them. 

For a more relaxed environment, The Sanya EDITION or the Sheraton Grand Mirage Resort, Port Douglas are set within breath-taking sceneries, with endless outdoor activities available, yet both still equipped with adequate meeting space. 

3. Event space layout

A report by Cvent showed that 45% of planners consider event space layout as the most significant influence when it comes to selecting a venue. The room layout can directly impact the level of engagement with your attendees and therefore it is important to consider the best seating arrangements to enhance the guest experience. To create a memorable experience for attendees, review your objectives and priorities for your event. What are the practicalities of the venue and how do these work with the needs of your event? Look at your meeting agenda and check whether the venue can accommodate any activities planned. This could include the welcome reception, a photography point, the break sessions, and breakout rooms. With hybrid meeting requirements, you need to ensure you have the physical space too for storing AV equipment out-of-sight. A dedicated event manager will suggest how best to leverage and maximize the room(s) you are interested in while ensuring they can fully optimize the guest journey, i.e., creating a seamless flow between the meeting spaces.

4. AV technology requirements

With more event professionals looking to plan immersive hybrid virtual in-person events, your host venue must have the capability to support your AV requirements. Make sure the venue you select can provide sufficient power, high speed internet connect and ample space for storing your AV equipment. Not technical savvy? Don't worry – you are not expected to be! Your event manager should have an AV technician on their team to help you with your set-up and be on stand-by on the day. Alternatively, the venue should be able to also work alongside any outsourced AV vendor.

In 2021, Marriott International introduced a new hybrid meeting solution as part of the Connect with Confidence program. The team curated a list of providers, including Encore, Cvent, Convene, MeetingPlay, and Hopin, that offer technology solutions for hosting hybrid meetings. These providers offer a range of features and services that allow meeting and event planners to execute hybrid meetings across the Marriott portfolio of hotels.

5. Professional service

Meeting and event organizers have a lot to plan, and to make sure you don't miss anything, you need all the help you can get to make your event a memorable success. To pull off a successful event, you should have one point of contact – your dedicated event manager – so that you can efficiently coordinate everything to create a smooth and streamlined experience for you and your attendees. Marriott International offers innovative solutions to help Connect with Confidence and simplify the current planning process.

6. Added value

Your event budget will always remain one of the most determining factors in the venue selection process and a professional event manager will know how they can help you save costs. For example, your dedicated event manager can work with the Chefs team to plan your food and beverage needs specifically to avoid wastage of food and save on costs. Aside from the event budget, you can consider non-cost factors too. Before booking your event, you can also look for extra benefits. Marriott's The Time Is Now initiative not only offers flexible terms and conditions, but additional perks to elevate your event experience, such as complimentary room nights or delegates, Marriott Bonvoy Points, or tailored experiences or special discounts.

As you begin planning your next event, make sure you choose the right venue that can support you through the process of planning, executing, and delivering an impeccable experience. At Marriott International, we are here to support you on your journey and help you set yourself up for success.