An awards or recognition ceremony is a momentous and meaningful occasion for your company or non-profit. It builds camaraderie, morale, and pride in the organization, and helps honor people who contribute the most towards your goals.

There are, of course, some important considerations when planning an awards ceremony; few are more important than selecting the right venue. But with so many options in San Francisco and the surrounding area, it can be tough to choose the perfect location for your awards event. 

With these tips from Left Coast Catering, a Bay Area catering team, you’ll be able to find the venue that best fits your needs. Some venues can work for any type of event while others are specific the type of awards. The right venue will increase your chances of a successful, unforgettable evening…

Must-Have Information #1: Know Your Budget 

It may be the most important, but also the most unexciting, so we’d like to get it out of the way immediately. Every organization, from Fortune 500 companies to just-off-the-ground startups, will have a budget for the event, including a specific amount set aside for the venue. 

To have a successful event, know exactly how much you have to spend on the venue and stay within the confines of your finances. It’s tempting to stretch the budget; a few hundred more on food, another thousand to get the perfect venue… what’s the problem? But it adds up fast, so choose a budget and stick to it with discipline. 

If you stay within your budget, you may not get everything you want, but you will reduce stress and have a far more enjoyable awards ceremony. By working with a professional event company, you’ll get the most from your resources, time, and effort, creating more success for your evening!

Must Have Information #2: Know How Many Guest will Attend (Not How Many You Invited!)

Are you hosting a small gathering or a large event with potentially thousands of people? Clearly the number of attendees will make a big difference in the venue you select, as you need enough room for everyone, but you also don’t want to book a massive venue and only fill one-tenth of the seats. With that in mind, you should know how many guests will attend and use this information when selecting a venue. 

Between the budget and the expected attendees, you will have a basic guide for your event. Now you can start to think about less essential (but still important) aspects, such as layout, amenities, and location…

Prioritize Proximity 

People are generally willing to travel (at least a bit) to attend your event, but you certainly don’t want to make it so far that reaching the venue becomes a hassle. Choose a location that is near your company’s or organization’s main base so people can easily reach the event. If it takes most people an hour and a half (or more) to reach the venue, you will see attendance drop, reducing the success of your awards ceremony.

If you have a lot of attendees coming from out of town, you may want to consider a venue closer to an airport or hotel. In this case, a large events center with an adjacent hotel is often a great choice.

What Amenities Do You Want or Need? 

Small details can make a profound impact on the overall success of your evening. Consider a few of the following amenities and if they’ll be needed for your awards ceremony: 

• Kitchen: Does the venue have a kitchen that can be used to prep food for the event, or will everything need to be prepped and brought in ready-to-eat by the Bay Area catering team?
• Tables: Most venues will have tables, chairs, linens, and other items that you can use, but don’t assume anything. Ask the venue staff if these are supplied or if they need to be brought in.  
• Setup, Teardown, and Cleanup Staff: Does the venue have a full staff that does all the setup, teardown, and cleanup, or is this something you and your team need to handle? 
• Audio Systems: Even if it’s a small room, an audio system with a microphone is recommended. Most presenters are not experienced public speakers, so audio assistance like a microphone is important.
• Video Capability: Do you want to screen a short video highlighting someone’s work or the accomplishments of your organization? Then you’ll need video equipment. Many venues have this amenity, but you’ll need to familiarize yourself with their technology. (You don’t want to discover at the last second that your video is incompatible.)

Make Sure All Attendees Can See and Hear the Presentation and Speeches  

When presenting awards, everyone in the room, from front to back and right to left, should be able to see and hear the presentation. This is especially important for award recipients, as they need to know if they are being summoned to the stage.

Ensure Easy Access to Stage or Front Area

This is one aspect that is highly specific to an awards and events ceremony. If you are presenting awards, dozens of people will likely be coming to the stage or front area, so swift, easy access is essential. Choose a venue that will allow people in the audience to quickly leave their seats, reach the stage, and receive their honor.

Depending on how the seating will be arranged, you’ll likely need a wide aisle. You should also have a venue with enough space for tables without crowding them too close together, which would make moving to the stage more difficult.

Don’t Dismiss Unique Locations

Banquet halls and hotel ballrooms are obvious choices for event in San Francisco and the surrounding area. But it never hurts to be a little unique and interesting, especially if it fits with the overall character of your organization. Don’t be afraid to look at outside venues for your awards ceremony (just keep a backup plan for weather), and never ignore funky, interesting, and downright weird venues. After all, if the event seems interesting, your guest will be more interested!

Venue Suggestions from a Bay Area Catering Expert

Need to hire a top-quality SF catering company for your next event? Contact Left Coast Catering today and discover how we can enhance your big day with elegant, interesting, and delicious foods and event management!