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Venue
Consider the size of your city, your tech community, and the interest in a conference like Web Afternoon and ask yourself these questions:
How many attendees can you reasonably get into one place? What type of atmosphere are you going for – cozy, industrial, artsy, techie? What’s traffic and parking like? Are there good, restaurants, nightlife spots, and hotels nearby? Do they have good audio/visual gear, seating, and food and beverage facilities? Start with the Venue Inquiry Letter and customize it for your event. Finding the right venue can be tough. It will require phone calls, emails, and personal visits. Keep looking. The right spot is out there.
If you can, target a venue that’s in a downtown metro area. This allows for the greatest accessibility for both guests and speakers, and is helpful when it comes time to give directions. It also means greater opportunities for outreach when it comes time to promote, by asking neighboring businesses to help spread the word. When it comes closer to the event date, it’ll be helpful to send out your team with stickers or small giveaways and ask them to display them in their business.
It’s worth mentioning that Web Afternoon is a conference that seeks to educate the city’s entrepreneurs and innovators, as well as students and investors. With 70% of profits coming back to the local innovation hub, we make it clear from the start that this is a conference about impact, not income. Some area universities, research centers, or co-working communities may open their doors to Web Afternoon for free.
Pro Tip Venue costs can and will fluctuate. Lock in a fixed price if possible. Know that some venues will charge extra fees for services they provide. Get as much information upfront as possible. Review contracts, rules and regulations closely. Don’t sign or agree to anything without having Web Afternoon’s core team review it first.
This is almost as important as the main event. It should be close to the event venue so people can walk and not need to move their cars. Look for a place that’s unique, local, and not too expensive.
Bars and nightclubs may ask that you put down a financial guarantee to reserve the space. That’s normal. Ask what they want for a guarantee, look at the average drink price, and do the math.
A decent rule of thumb is everyone will have two drinks. But remember, not everyone who came to the event will come to the after-party. Expect about 50% of your attendees to show up and do the math accordingly. If more show up, it’ll be even easier to meet the guarantee.
You can also tell them you don’t want a reserved space. They could offer your attendees free cover charge or a drink special when they show their badge instead.
If you have 250 attendees, expect 125 people at the after-party. Average drink is $4. Average person will have 2 drinks. 125 people * $8 = $1000.
In this scenario you could feel safe offering the bar a $1000 guarantee.
Find a few places that are close to each other and get them to fight for your business. Remember, you’re bringing a big crowd that will make them money. You’re in charge.