10 Things to Think About When Choosing a Venue

While planning an event can lead to many difficult decisions, the one that will affect your event the most is selecting the appropriate venue. The venue you choose for the event will determine everything, including the date, lineups, food arrangements, and the experience of the guests.

When searching for a venue, it’s a good idea to remember that the earlier, the better. Once you have a firm grasp on the following three factors, such as budget, expected event size, and space requirements then you can start your search.

Here are some things you should consider when choosing a venue for your events:

Location

The location of a venue is certainly something you’ve already thought about. If it’s a local event, you might be searching for a location that’s somewhat close to the majority of your attendees’ residences. On the other hand, a location close to the airport or guests’ hotels might be more advantageous if a large number of attendees are coming from out of town. You also need to consider the ease of accessibility of your vendors to the venue.

Capacity

Wherever your venue will be held, you should consider some of the following points: What’s the maximum seating capacity and how many guests do you invite? If there’s a pillar or other permanent building, can you investigate it to make sure the capacity is maximized? Is the venue accessible to disabled people? Does the venue have a large parking lot? Make sure everything is clear.

Ambiance

Examine the current décor of the venue you have selected. The atmosphere of your event will be largely influenced by the venue’s appearance. Take note of the interior design’s statement and the building’s architectural style. The requirements for organizing a gala will be different from those for an expo. If the desired tone of your event—such as elegant or high-tech—doesn’t match the mood of the venue, you may need to spend more on decorations to make up for it.

Packages Provided

You can do research in advance and compare one package with the other, and consider the services and facilities included in the package. Many event locations have preferred or exclusive service suppliers on hand that they demand event coordinators utilize for certain purposes, such as décor, audiovisual equipment, catering, and other services.

Food & Drinks

Make sure everything the venue offers about food and drinks, like if there is a kitchen and if the catering is available for your event. It’s possible that those without access to a kitchen work with a food provider you have to utilize, so you might want to check their food ahead of time to make sure it complies with any dietary requirements or any allergies. For the best experience for attendees, choose a venue that offers excellent cuisine or lets you bring in outside food providers.

Contract Flexibility

Negotiating flexible contract terms with your venue is usually a smart idea, since unanticipated circumstances may cause your event to be canceled or postponed. You also need to check the payment and cancellation policies carefully and be careful when reading every detail of the terms.

Service

The service of the venue should also be your concern. What’s the ratio of the staff to the attendees? How many event managers are available? How’s the sales service? You can also ask for the help of a friend to recommend a venue that has good service.

Internet Access

Maintaining connections is crucial, particularly in this modern era. It is helpful for both staff and attendees to check the schedule and make connections with others. It also enables people to share the fun and news online, promoting your event and creating buzz.

Sound

Have you ever attended a gathering where the volume of noise was so high that, in only one evening, you had to strain to hear other people? The acoustics of the venue, which affect how sound moves through the room, are frequently to blame for this. Although they may not be the only consideration when selecting a location, acoustics definitely have a big influence.

Parking Space

You need to check if there is valet parking or a parking lot at the venue. Most of the time, a venue with plenty of parking spaces is ideal. If that isn’t the case, check to see if attendees can enter and utilize any neighboring parking lots.

*Sources: Whova, Bridestory

*Photo: Kaboompics