Introduction
As part of the presentation of the Event Solutions Guide 2023-2024, RendEvenement magazine conducted a new Barometer of event venues. Throughout the months of September and October, readers shared their methods and preferences through our online survey. One significant finding is a strong demand for meeting and conference venues, with just under 30% planning an additional budget for the venue.
HOW DO YOU GET INFORMED? Past experiences are the primary source of information Previous experiences with a venue (72%) and search engines (61%) are the most important ways to gather information about event venues. Additionally, people often rely on word-of-mouth advertising (44%) and specialized media (33%). To a lesser extent, people gather information through social media and trade fairs/knowledge events (17% each).
"Meeting the venue host also gives an idea of how the collaboration will unfold."
NUMBER OF QUOTES REQUESTED? 67% opt for 2 to 3 quotes The average number of quotes requested from venues for a specific event is 2 to 3 in 67% of cases. 28% of Barometer participants request an average of 4 to 5 quotes, and 5% limit themselves to 1 quote. SITE VISIT? 89% visit the venue 89% state that they visit the venue before booking. The remaining 11% do not, but it should be noted that some organizers have already booked the venue for previous events.
2 to 3 visits 61% of organizers visit an average of 2 to 3 venues before making their choice. 33% visit only one venue.
Reasons for venue visits according to some respondents: "Check the general atmosphere, cleanliness, natural light." "Check accessibility, parking, free choice of caterer and audiovisual equipment." "Get an idea of the venue and service." "Verify if the venue meets all requirements (parking, audiovisual equipment, sanitary facilities), general impression." "Overall feeling during the visit, what is available on-site, accessibility, parking facilities..." "Having seen with one's own eyes is very important. One can then imagine where everything should be." "Meeting the venue host also gives an idea of how the collaboration will unfold." "Better overview of the layout and equipment of the venue." "Relationship, room configuration, ambiance, standing, access, included services, and technical information." "Get a real idea of the possibilities and limitations." "Personal contact, building appearance, accessibility." "To assess if the setting matches the event concept, company culture, business goals of the event, etc. An essential aspect!" "The venue environment, atmosphere... These are things that can only be seen and felt on-site." "Photos can sometimes be deceiving." BUDGET 41% between 50 and 100 euros per person The average budget per person for venues (including catering) ranges between 50 and 100 euros in 41% of cases. 23% even plan a budget between 150 and 200 euros, and 12% have over 200 euros in reserve. 18% opt for a budget between 100 and 150 euros. The remaining 6% have a more limited budget with less than 50 euros per person.
Venue budgets in 2024 Expectations are positive regarding venue budgets in 2024. 29% expect an increase in the budget, 63% expect the budget to remain the same, and 8% expect a decrease.
5% increase Among respondents expecting an increase in venue budgets, an average increase of 5% is anticipated. MOST IMPORTANT CRITERIA Quality-price ratio is the most important criterion Notable change from previous barometers: "quality-price ratio" comes first with 67% as the most important criterion for choosing a meeting venue. For years, accessibility held the top spot, but this criterion is now relegated to the fourth place, with 39%. This fourth place is shared with the location's functionality (also 39%). For 50% of respondents, location and surroundings are a decisive criterion (2nd place). "Availability of parking" comes in third place with 44%. The 5th and 6th places are occupied by "service/friendliness" and "flexibility," both with 22%. "Appearance" and "connection with the event or meeting theme/message" reach 17% each. Next are catering (11%), comfort/luxury (6%), and sustainability (6%). AUDIOVISUAL SUPPORT Wifi is essential Regarding audiovisual support, it is almost unanimously expected (94%) that wifi will be available. In other words, this should be a given. 65% also expect a projector and projection screen, and 47% expect a sound system. Technical assistance is also important for 41% of respondents. A television screen is requested in 18% of cases. To a lesser extent, the possibility of organizing video conferences (6%) and a smart board (6%) are expected.
PREFERENCES REGARDING TYPE OF VENUE The meeting and conference center is in the lead
For their upcoming events, 72% of organizers are looking for a meeting and/or conference center. The 2nd and 3rd places are occupied by a "banquet hall" (56%) and an "industrial site" (44%). The fourth place is occupied by an "outdoor venue/a location with outdoor facilities" (33%), and the fifth place is occupied by a "tent" and a "hotel" (28% each). Additionally, a "villa or country house" (22%), "castle/fortress" (17%), and "restaurant" (17%) are also popular. Other venue types that exceed 10% are as follows: "concert hall" and "theater" (11% each). There are also votes for "animal park or amusement park" and "cinema" (both 6%).
In conclusion, the quality-price ratio and the adaptability of venues appear to dictate the choices of event organizers in 2024, marking a significant shift in selection criteria.