Tips for Booking Trade Show Venue in Nairobi

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You have booked the perfect dates for your upcoming trade show, and now you need to find the perfect venue. It will be a daunting task that can leave you confused about where to begin. If this is your first time organizing such an event, you might not know where to look or who to reach out to. After all, there are numerous stakeholders involved in this process and each of them has a different set of needs from the space. However, with some preparation and planning, it doesn’t have to be as complicated as you may think. To help, we’ve compiled a list of helpful tips for booking trade show venues in Nairobi.

Who is involved in the decision?

When you are booking a venue for an event, you will be working with a number of stakeholders in the process. Depending on the size of your event, these might include sales teams, marketing teams, PR teams, internal management, and even the owner of the venue you are considering. The venue owner will have a vested interest in making a deal that meets their needs, but the other teams will have specific needs from the venue that must be met in order to make the event a success. These considerations can sometimes be overlooked as a venue owner might be more eager to close a deal. Letting each team know what is expected from the venue will help to ensure that everyone has their needs met and no one is disappointed with the outcome. The venue owner should also be involved in this decision as they will be a critical part of the booking process.

Create a shortlist of potential venues

You’ve identified the stakeholders and their needs. Now, it’s time to begin narrowing down your search for the perfect venue. To do this, you’ll want to start with a list of potential venues in Nairobi with the dates of your show indicated. This will allow you to quickly and easily compare options side by side. Once you have a shortlist, you can begin requesting details for each option. This will allow you to take a closer look at each venue and get a better idea of your options. The information you request from each venue will depend on each team’s needs, but the following should give you a good place to start: - Space capacity and configuration - What is the space capacity for your event? You will also want to know if the layout of the space can be changed or if it is already configured for another type of event. - Space amenities - What amenities does the space include? Does it have an internet connection? Is there a loading dock? Are there any nearby parking locations? What is the cost to rent those amenities? - Security and safety - What security measures are in place? What type of security personnel are on staff? Is there any insurance coverage that is recommended? - Cleanliness and condition - What is the condition of the space? Is it clean and maintained regularly? Are there any other signs of neglect that you should look out for? - Pricing - What is the cost to rent the space? What is the cost to rent any additional amenities? - Discounts - Are there any special discounts being offered?

Know your audience’s needs

As you are researching the needs of each stakeholder, you will want to keep in mind the needs of your attendees. After all, you are renting the venue for them to enjoy the show and learn about your products and services. What does your target audience need from the space? If you have any specific requirements for the event, such as a large space or a specific layout, make note of them here as well. You may have certain needs to meet audiovisual or equipment needs that must be met.

Estimate how many people will attend

You’ve identified the needs of each team member, but how will you know if the space will accommodate the number of people you expect to attend? You may want to consider renting a larger space than is needed just in case you have unexpected guests attend. However, it’s best to have an idea of your expected attendance so that you don’t overspend. The number of attendees will vary depending on the type of event you are hosting. If it is a stand-alone event, you will want to consider how many people will be in attendance. If it is part of a larger event, you will want to factor in how many people will be attending your portion of the event.

Take a look at the space yourself

You’ve identified the needs of each stakeholder, obtained a shortlist of potential venues, obtained the information for each venue, and estimated the number of guests in attendance. Now, it’s time to visit the venues in person to get an idea of what each one looks like. This is an extremely important part of the booking process. Seeing the venues in person will allow you to get a sense for each one’s atmosphere and vibe as well as any problems or imperfections you may have missed in photos. This can help you choose the right venue for your event. This visit will also give you a chance to check out the venue’s amenities, services, and technology. This will allow you to make sure the venue meets your needs and is the right fit for your event.

Check for quality control measures

Next, you will want to check for quality control measures in place at each venue. You may want to delve into the venue’s history and track record as you are deciding which venue to go with. You can do this by checking reviews and talking to people who have used the venue in the past or are currently using it for another event. You may want to ask about the venue’s staff members, security personnel, and cleaning crew. You can ask about any certifications or licenses they may have. You can also ask about their cleaning and maintenance schedules to see how frequently they clean. This can help you determine how clean the venue will be on the day of your event.

Ask about available technology and services

Finally, you will want to ask about any available technology and services at the venue. You may want the venue to provide a projector or screen, or you may have technology you want to use. You may also have specific services you need in place such as catering, parking, or a loading dock. You can use this opportunity to see if you can get a better price on any of these services, negotiate better pricing on the venue itself, or ask for a better deal on the space you are considering.

Wrapping up

There are many things to consider when booking a trade show venue in Nairobi, and each of them can play an important role in the success of your event. Now that you’ve read through this guide, you should have a better idea of what to look for in a venue and how to choose the right one for your event. Whether you are hosting a large event or a smaller meeting, there are many factors to consider when choosing a venue. Follow these tips to find the best venue for your event.