Just as every fish requires water, every event requires choosing a venue.
Picking a venue can actually be a lot of fun, and it’s very important to get it right. You may have your heart set on a particular place, or you may be starting from square one - either way, there are a few things to consider when it comes to finding your perfect venue.
Here are the main things to consider when choosing a venue for your event!
Cost
You’ve probably got a budget in place, and hopefully, you’ve earmarked a chunk of that budget for the venue. Having a good idea of your maximum spending is the first battle.
Next, you need to keep in mind that different venues operate on different pricing models. Some quote a price based purely on the space, while others calculate the cost per person. You can save yourself a lot of time by doing some homework on a venue before meeting with the venue manager.
When you’ve found somewhere you’re happy with, don’t be afraid to negotiate on the price. And once a price has been agreed, make sure you get it all in writing.
Capacity
Knowing how many folks will be attending the event is one of the first and most important aspects of event planning.
When you do have an idea of how many people will be attending, it means you can quickly rule out venues if their capacities don’t compute with your numbers.
If your guest list is tight, you can book somewhere that’s just able to accommodate the number of people you’re expecting - this will make the best use of your budget. Plus, a venue at full capacity usually creates a good atmosphere.
If you aren’t strict on numbers, and it’s more of an open-invite scenario, you’re probably best to go with a bigger venue than can accommodate a higher-than-expected attendance.
Location
You know what they say. Location, location, location. Whoever they are, they’re pretty smart, because the location of your venue is very important!
It should be conveniently located for the majority of your guests and easily accessed. Does it have on-site parking? If not, good public transport links? Or even a valet service? If your guests have a mare just getting there, they’ll likely arrive feeling a bit jaded.
Catering
All of the stuff on this list is important. But food and drink? Yeah, that’s the real priority.
Some venues will provide catering as part of their package. You may have some say as to what’s offered, but for the most part, their menus will be set. See if you can arrange a menu tasting, and be sure to read reviews from their past events.
Other venues leave it to you to organise the catering. Go through all your options with the venue manager; they’ll inform you of the can’s and can’t’s of the venue. Chances are they’ll know and recommend a few external caterers, but it’s up to you to decide if they can meet your specific needs.
Style
Are you hosting a smooth soiree? A corporate conference? A themed event? A festival? A wonderful winter wedding? A luxurious product launch? I could go on, but you’ll be pleased to know, I won’t.
Anyway - the style, type or theme of your event should be a key factor in deciding on a venue. Some venues are simply better equipped to host certain types of events than others - based on the nature of the venue itself, and the experience of the people running the venue (i.e if it’s a wedding, has the venue hosted weddings before?).
Facilities and Services
You need a venue that can sufficiently meet the needs of your guests. Some of these requirements may include:
Security
Catering
Parking
Power supply
Licences (i.e alcohol, TEN etc.)
Tables and Chairs
Facilities and levels of service vary from venue to venue, so it’s worth doing some homework and speaking to the venue manager to establish whether or not they can accommodate your event.
Get in touch!
Want some help with planning your perfect event? Get in touch with the event nerds at Live 9 - we’re happy to help!
