Metro Manila is the center of business events. There are so many venues to choose from. It is an advantage, but at the same time, a big headache because of the numerous options.
Finding the right venue for your conference or exhibition can make or break it. The horror stories, to begin with, because of the wrong venue, are so many in my 25 years of being an event organizer.
I will save you the hassle. Here are some basic guidelines when you’re choosing a venue in Metro Manila.
Start with the Basics (Because They’re Not That Basic)
How many people are coming?
This is the basic question. Choose a small venue – you lose a lot of opportunities in attendees and sponsorships. Choose a big venue – it will create a big dent in your cost and image.
What’s your budget?
The venue eats up 50% – 60% of your cost. Watch your profit go down the drain if you miss on the other details in the contract like electrical charges, corkage fees, ingress charges, etc.
Location Matters More Than You Think
I cannot stress this enough: accessibility will determine if people actually show up.
Consider the traffic in EDSA and other major roads. Include the accessibility of your venue to MRT/LRT stations. Take note of the accommodations near your venue for international and provincial visitors that are planning to stay.
The Vibe Check
Walk into the space and feel it out. Does it match what you’re going for?
Does your venue represent the vision you want for your event? Will it add to the success of the message you want to give across to your visitors and buyers?
For the younger generation, the Instagrammable factor and WIFI are two must-haves.
For the older generation, parking and easy access to the venue are critical factors.
The Practical Stuff Nobody Tells You
Kitchen and catering facilities matter even if the venue provides food. Will they let you bring your own caterer? What’s the corkage fee? Is there adequate kitchen space if you’re doing elaborate dishes? For event management Philippines experts, these questions separate smooth events from kitchen disasters.
Restrooms—yeah, I’m going there. Are there enough? Are they clean? Nothing ruins a great event like a bathroom line snaking through your conference or expo.
Audio-visual equipment: What’s included? Is there a technician on-site? Testing your presentation five minutes before guests arrive is not a fun surprise. Ask about WiFi too, especially for corporate events where someone will inevitably need to send an “urgent” email.
Loading and setup access: When can your suppliers come in? Some venues only give you a few hours, which is cutting it close for elaborate setups. Others let you start the day before. This matters more than you think.
The Weather Factor (Yes, Really)
Metro Manila’s weather is unpredictable. Check if the roads going to your venues are unpassable if there is a downpour of rain. If you have an outdoor component, make sure you can transfer it to the indoor when a sudden rain happens.
Check ventilation and air conditioning. A packed room with mediocre AC in Manila’s heat is basically a sauna with better outfits.
Ask the Right Questions
When you visit, be ready with a checklist of your questions:
- What’s your cancellation policy?
- What happens if we run overtime?
- What’s included in the package versus what costs extra?
- Can we bring outside suppliers?
- What’s your backup power situation?
Asking the right questions. Being prepared. This will save you from unexpected situations that can turn your event into a disaster.
The Final Decision
Remember, the perfect venue isn’t just about pretty pictures for Instagram (though those are nice). It’s about creating the right environment for your event’s purpose, keeping your guests comfortable, and not causing you unnecessary stress during planning.
Your venue must help you achieve your business objectives. After all, it is called business events.
Choose a venue that works with your vision, not against it. The right space should feel like it wants your event to succeed.
The best option is to partner with an event management company in the Philippines. Someone with seasoned and proven experience in organizing and implementing business events that deliver more than expected.