When it comes to the right location for your event, only you and your client know what’s best. Sometimes, the best location for your event is indoors. This post highlights the best aspects and potential pitfalls of indoor venues and the most important things to consider when it comes to planning an event inside.
At first glance, the advantages associated with an indoor event are perhaps more obvious—indoor venues provide you with a safe, controlled environment. Here is a summary of the major benefits:
One of the biggest pros to an indoor event is that there is no stress or worry over unpredictable weather. Thus, weather is not really a factor at all, unless it is so bad that it keeps guests from coming in the first place. Granted, weather can play a small role in transportation, but weather at an outdoor event can be such a huge worry that indoor events are often chosen because of this reduced risk factor alone. There is no need to fret and check the forecast twelve times a day because unless there is a blizzard or hurricane on the way, rain is not an issue—and neither is snow, clouds, wind or blazing sun, which equals a load off of your mind. Mother Nature’s impact will be at a minimum. This way, you can concentrate on other aspects of planning for your event.
With an indoor event, the comfort of your guests is more guaranteed. There will be obvious comforts associated with the indoors, perhaps most notably central heating and cooling. It’s definitely nice to have control over the temperature inside the space. In fact, you can seat your guests under vents or next to fans depending on their affinity for getting chilly or overheated. When you’re outdoors, there is little you can do about temperatures, except to set up large fans, supply hand fans to guests or bring in portable air conditioning in the summertime, and set up outdoor heaters or encourage people to bring sweaters or jackets in the fall and winter months.
Because it’s indoors, there may be less equipment you’ll have to worry about renting or setting up. Bathroom facilities, some lighting, sound equipment, and (hopefully, but not always) adequate power are probably already there. If you need multiple rooms, many indoor venues also provide such an advantage. Chances are, you won’t have to worry about setting up a dance floor either.
Sometimes, electrical floor or wall sockets may be available. Again, however, don’t assume this. If your event requires a lot of electricity, make those requirements clear to your point of contact at the venue so that you can find out well in advance what alternative power supply you may need to bring in to supplement.
Noise can certainly be less of a factor for indoor events. Whether it’s to afford your guests the privacy that comes with being indoors, or not having to worry about the noise your guests are making in an outdoor space, an indoor event provides a sound barrier for all concerned.
“Security is more easily achieved at an indoor event.” – Tweet This Quote You can shut and lock doors if need be, and four walls give you and your guests a sense of comfort. If there are prominent or famous guest in attendance, it’s a little easier to provide them with a security detail when there are wall and doors. With an outdoor event, it’s easier for people to wander into the event.
There are little to no restrictions—assuming that your décor does not violate any fire hazards or code violations—that would inhibit you from decorating your indoor venue just the way you want. You don’t have to worry about the wind knocking over your 50-foot globe or your hand painted centerpieces, and you can rest assured that flies and bees won’t be attacking the giant chocolate fountain in the center of the room. If you envision loads of small and fragile details, an indoor event is sometimes the safest bet.
The Downsides to an Indoor Event
There do seem to be quite a few compelling reasons to choose the indoors for events. But inside venues are not without their cons.
This will always be a factor for indoor venues. Depending on the size of your event, this may not be an issue for you. Every indoor venue has a maximum capacity, though it will vary slightly if you’re having a cocktail reception or a seated dinner. This number is non-negotiable, as per fire codes and other safety restrictions, and must be taken into account before booking (or even looking at) indoor venues. Also, not all your guests might fit the available seating. So, weigh what’s more important: A great space or the fact that some people might not make the cut on the guest list given the space constraints.
Most indoor venues have tried to address logistical issues for larger events such as corporate functions, but there are many older, charming buildings with personality and style that simply don’t have the most convenient parking, delivery ramps, docks, etc. This can prove challenging for vendors trying to load in equipment and décor for your events. However, vendors are professionals, many of whom deal with logistical challenges every day. If you and your client really want the space to work, you and the vendors will need to determine if the logistics are inconvenient but workable.
Many indoor venues experience a higher demand during the colder months, which could make booking them during the fall and winter a challenge. Good luck trying to find an indoor space at the last minute in the late fall or winter. Given the freezing temperatures outside in much of the country, indoor spaces are usually at a premium and harder to come by if you put off booking them in advance. We suggest booking a venue at from six to nine months out just to play it safe, especially if you are booking during peak indoor venue months.
There could be rules on space and décor. Your overall vision could be slightly marred by the fact that your décor might need to be minimized to meet the rules of the establishment (as is the case with most religious institutions, museums, and historical landmarks). Find out what those rules are BEFORE you sign a contract.
Indoor venues have many advantages and can alleviate many of the event planning issues one would face when planning an outdoor event. They are however not free from challenges. Proper planning and site inspections are key to choosing the right indoor venue for your client and event.
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