It’s all about location, location, location. Deciding on the best event venue is imperative to your events success, and a poor venue choice can easily ruin an event. While finding the perfect event venue takes time and patience, it doesn’t have to be stressful. In fact, it can even be fun!
We’ve put together this helpful guide to make your event venue selection process seamless and fun. Below are 5 steps to finding the perfect event venue:
1. Know your dates
Absolutely know which dates your event will be held on. Venue availability depends heavily on dates, and you may find the perfect venue only to realize it’s not available on the date of your event. You’ll either have to be flexible in your event date to secure your ideal event venue, or be flexible in your venue choice to secure the date you want.
2. Know the number & type of attendees
Knowing who will be attending your event will help determine the type of venue you’ll need. Venues all have capacity limits, so knowing how many people will attend will definitely help you choose the perfect event venue. It is also important to take into consideration the types of guests who will be attending, and choose a venue that not only suits the events, but also suits the needs of attendees.
3. Visit many different venues
Picking the perfect event venue allows you to be creative. Sure, you could go with the standard hotel meeting space, conference hall or convention center. But those aren’t the only options, there are many cool spaces you can host an event. For example, a theatre or warehouse type space. In order to scope out the best venue, try to base your decision on venues that match the theme. Another thing to consider is how convenient it is to get to the venue. If it’s in the middle of nowhere and hard to reach by public transit, perhaps it’s not a great spot. Always schedule a site visit before booking a venue.
4. Inquire about the venue services
Don’t forget to find out what services an event venue has. For example, security, parking, catering, décor, janitorial, etc. Many venues have set vendors they work with for these services, so you will have to work with them too. Other venues leave it completely up to you to arrange additional services so it’s important to know what you want prior to selecting the venue.
5. Ensure the venue can accommodate tech
Your event venue should be able to accommodate the type of event you’re planning. Depending on the type of event, you’ll need to consider whether or not the venue can provide a projector screen, entertainment, A/V, sound, a PA system or other technical needs. A big thing to consider, especially for a conference, is how reliable the wifi is, or if there are enough outlets for chargers etc.
Finding the perfect event venue is one of the most important factors in planning an event. Be sure to follow these 5 steps to find your ideal venue.