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Special Event Venues: What is it? Types, Benefits

December 4, 2023

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The complete platform for all your events

Posted on december 4, 2023.

Selecting the right venue is a fundamental aspect of hosting a successful event . Venues serve as the canvas upon which the entire event experience is painted, from the layout and ambiance to the services provided. Whether it’s a corporate function, business meeting, wedding, or any special occasion, the choice of venue can significantly influence the event’s atmosphere and overall impact. Special event venues, in particular, excel in elevating events to the next level.

Table of Contents

Special Event Venues

What Defines Special Event Venues?

Special event venues are establishments specialized in hosting a diverse array of unique events. Their versatility enables them to cater to various event types, including but not limited to:

• Conventions
• Fundraisers
• Sporting events
• Award ceremonies
• Exhibitions

These venues vary in size, shape, and the level of services they offer. While some specialize in hosting multi-day corporate retreats, others excel at crafting personalized, one-of-a-kind experiences for private celebrations like birthdays and baby showers. Special event venues may either focus on a specific event type, such as weddings, or provide a range of services to accommodate various occasions.

Special Event Venue Types

The term “special event venue” encompasses a wide spectrum of facilities and services, with each venue offering a unique experience. Depending on your needs and preferences, you might come across various types of special event venues in your area, including:

• Conference centers
• Convention centers
• Restaurants
• Bars and nightclubs
• Concert halls
• Public parks and gardens
• Civic centers
• Wedding venues

What Sets Special Event Venues Apart

For those planning a wedding or a special private celebration, the importance of uniquely memorable elements like handcrafted jewelry cannot be understated. As much as the venue sets the scene, personal touches such as custom engagement rings and wedding bands add profound significance and beauty to your occasion.

Dedicated vs. Non-Dedicated Spaces

The choice of venue plays a significant role in shaping the perception of your event and the message you convey to attendees. Traditional venues like hotels, museums, and libraries have increasingly embraced hosting events of all kinds. While these spaces offer versatility, they often lack the dedicated infrastructure and services required for exceptional event execution.

Non-dedicated venues may necessitate outsourcing various services like catering, bartending, and parking, leading to potential coordination challenges. In contrast, special event venues are fully committed to hosting and executing unique, personalized events.Many of these venues offer comprehensive packages that include catering, bar services, on-site event staffing, and often partnerships with local formalwear providers for essentials like wedding tuxedos , suits, etc., providing a one-stop solution for event planners . This holistic approach simplifies logistics and ensures that every aspect of the event, from the menu to the attire, contributes to an unforgettable experience.

All-Purpose Event Venues vs. Special Event Venues

Over time, major hotel chains expanded into the events and venue market, offering all-in-one event solutions alongside traditional accommodations. While all-purpose venues are suitable for a wide range of events, they typically operate on a high turnover model, allowing multiple events to take place consecutively. These venues often provide basic amenities and audio-visual equipment for meetings and conferences .

However, their one-size-fits-all approach can limit customization and personalization for each event. Special event venues, on the other hand, offer a unique and exclusive ambiance that contributes to the event’s overall appeal. While both types have their advantages, special event venues excel in providing tailored experiences that leave a lasting impression.

The Growing Significance of Special Event Venues

The resurgence of events.

Events are on the rise, from corporate gatherings to private celebrations. Forbes reported a staggering 255% increase in in-person and hybrid events between the fourth quarter of 2021 and the second quarter of 2022. This surge in corporate events reflects the broader trend of recovery in the party and event planning industry, which had seen a five-year decline.

Between 2016 and 2021, the event planning industry experienced an average annual decline of 9%. However, by the beginning of 2022, the industry showed signs of rebounding, with a 4% growth rate. While a slight overall decline of 0.15% is anticipated, the industry’s revival is evident, with a market size of $4.1 billion. Experts predict continued growth and an expanding market value, projecting a compound annual growth rate (CAGR) of 11.2%, reaching $1,552.9 billion in the global events industry by 2028.

As events continue to grow in popularity, the demand for special event services is on the rise. From vendors and planners to venues, businesses in the special event sector can expect increased demand. Specialized services offered by dedicated venues are particularly appealing to event planners and organizers seeking to create unique experiences for their clients.

The Impact on the Hospitality Industry

Driving tourism and revenue.

Events, including concerts, festivals, product launches, and conventions, are significant drivers of tourism. Attendees not only contribute directly through event-related spending but also indirectly by patronizing nearby businesses, dining at local restaurants, visiting attractions, and potentially requiring overnight accommodations. Special events serve as robust demand generators for hoteliers and hospitality -focused businesses, increasing overall demand for the region and positively affecting room night production, rates, and profitability.

Leveraging Technology for Special Event Venues

Tools for special event success.

Cvent offers a range of tools and solutions to enhance special event venues’ management and success. With InEvent’s event management software, venues can boost online visibility, streamline operations, and manage events effectively. Key features include:

• Advertise on the InEvent Supplier Network : Market your venue to travel planners, group organizers, and event professionals who rely on InEvent’s Supplier Network for reliable and professional special event venues.
• Event Diagramming Software : Simplify event planning with real-time collaborative tools, allowing venues and event stakeholders to discuss changing needs and make minute-to-minute updates.
• 3D Venue Showcase : Attract planners actively sourcing in your area by showcasing your venue in immersive 3D. Enable event planners to visualize every aspect of their event in your space, down to the finest detail.
• Wedding Spot : Connect with wedding planners and engaged couples actively searching for the perfect location for their big day. Advertise on Wedding Spot, a venue-only directory, to reach prospective clients actively looking to book.

Now you understand what sets special event venues apart from traditional venues and their growing importance in the events and hospitality industry. The choice of venue can make or break an event, and special event venues offer a unique and dedicated approach to event execution. As the events industry continues to rebound and thrive, specialized services and unforgettable experiences provided by special event venues will remain in high demand.

Next, we delve into various advertising strategies that venues, regardless of their type, can employ to attract new customers and enhance their business. Learn how to define your competition, identify your venue’s target audience, improve your online reputation, and discover ten effective venue marketing ideas. Stay tuned for more insights into the world of special event venues.

About the Author / Ana Almeida

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FHWA: Planned Special Events: Checklists for Practitioners

Planned Special Events: Checklists for Practitioners presents a total of six checklists on event-specific planning for planned special event travel management. These checklists follow the order in which the topics are presented in Chapters 4, 5, 6, 7, 8, 9, and 10 of the Federal Highway Administration handbook, Managing Travel for Planned Special Events. Each checklist provides common, sequential steps for plans and activities that practitioners may use for all planned special events, regardless of the event or area type. However, considering that no two events have the same effect on surface transportation operations, each step incorporates several assessments designed to address the effects that planned special events may have on traffic, parking, pedestrian, and transit operations that are attributable to variables such as travel demand, roadside capacity, event operation, available resources, and external factors.

Planned special event practitioners may apply these checklists to a specific planned special event to develop a customized "road map" of essential tasks required to manage transportation operations for the event. Because planned special events practitioners may have different requirements, these checklists have been created in MS Word and are designed to be adaptable to each user's needs. Therefore, users are encouraged to create copies of this document and modify them by reordering elements within each list or adding to them based on each practitioner's needs and experiences with the special event planning process. Each checklist is also colored differently for ease of navigation.

It is the goal of this document to be an adaptable tool for practitioners, one which may be shared among stakeholders and other partners to facilitate coordination and buy-in. The checklist tools may also serve to guide interagency planning efforts as it will provide an overview to those stakeholders responsible for particular steps, explaining how their activities fit into the overall planning process. The checklists are designed specifically to allow the users to move sections around to meet their needs.

View the checklist here:  https://ops.fhwa.dot.gov/publications/psechecklists/index.htm

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