Months before an event, you may be itching to start the planning process. This can include discussing dates, locations, and budgets. However, one crucial aspect that still must be put in place is the venue. When selecting your event venue, there are several vital things to consider. We have researched the top 10 things you should be looking for to make an informed decision that fits your budget and needs.
Factors to Consider When Searching for a Event Venue
Considering the venue's location and how it will affect your guests' experience is essential. You need a place where you can set up and take down quickly, but that also looks great from the outside. Make sure it is easy to travel for guests. If it's too far away, it will be hard for your guests to get there and could cause traffic issues.
The more people attend your event, the more parking spaces you will need. Adding more parking spaces can help reduce traffic congestion and make the event easier to manage. If there is not enough parking at the venue, see if there are parking lots nearby that attendees can access and use.
3. Capacity and Minimums
You don't want to have an event that will run out of space. Once you know how much space will be needed for your guests, you can determine the number of guests allowed at the venue. This will help ensure that all guests can enjoy themselves without having their experience hindered by too many people around them.
In addition to the capacity of the venue, you'll also want to consider minimums when booking an event. Some venues may have additional requirements, such as having a certain number of tables set up or providing specific amounts of food for their events. Ask about these things before booking to know what to expect from your event space.
4. Contract Flexibility and Force Majeure
Event venues are often contracted on short notice with one-off or short-term contracts. So your venue must provide flexibility in meeting your needs. This can be particularly important if you want to adjust the date of your event or need to cancel it at short notice.
5. Services and Amenities
Event venues come in all shapes and sizes, from small to large. Some offer only basic amenities such as water, electricity, and restrooms, while others can provide additional services like catering, audiovisual equipment, and even indoor parking. Make sure to choose a venue that suits your needs, services, amenities, and budget.
The layout should be suitable for your guests. Consider the size of your venue and its location on the map before deciding what kind of layout you want. And also include adequate seating areas such as tables, chairs, benches, and sofas that are comfortable for your guests.
Most event venues already have some form of insurance, but if they don't, you should consider getting a policy that covers all bases. Several venues require a certain amount of liability and are named as additional insured for the event.
8. Ambiance and Accessibility
You have to ensure that your guests feel comfortable and welcome, so choose a venue that can accommodate their needs. If the ambiance of your event space doesn't fit the tone or feeling you want for your event, you'll need to do more decorating to make up for it.
Accessibility refers to the possibility that everyone can access the building and its amenities. Before answering this question, you’ll need to understand who your attendees are and their needs.
It's essential to consider the space's acoustics to ensure your guests and speakers will have a good experience. The room size, shape, and layout will affect how well sound travels through the space. If you're looking for an event space with good acoustics, look for one with high ceilings and open spaces that allow for natural sound diffusion.
10. Flexibility on Event Date
You'll want to choose a venue that allows you to move your event date if needed. Many venues will require you to book several months in advance, so it's best to plan and ensure that dates are open before booking them. If a date must change, request as much flexibility as possible with your venue so that they can accommodate you.
Ultimately, choosing your venue is all about choosing a place where you and your guests will be comfortable. Great lighting, plenty of seating, and posh decor would all be useless if guests are too cold or hot to enjoy the scenery. So when it comes to venues, there's something to be said for cooperation with your guests.