When it comes to planning and organizing an event, you need to make many decisions. Every decision you make impacts the overall success of the event. Although every decision is crucial, choosing the event venue has the biggest impact on your event. The venue you pick sets the tone of the event and determines its success to a large extent. But selecting the right venue is one of the most daunting tasks. You need to find a venue that suits your particular type of event and fulfill all your needs. So, if you’re clueless about how to choose the right venue, keep reading!
Before you start looking for a venue, there are a few other important tasks. You need first to determine your overall budget and divide it into different categories. This will give you a clear idea of how much you can spend on booking the venue. Next, you should consider the number of expected attendees. And finally, think about the event type and style. Consider whether it’s a formal corporate event or an intimate gathering. It would help if you also thought about whether you want an outdoor setting or indoor space- depending on the weather conditions. Once you have an idea of these things, it’s time to start searching for a perfect venue. Remember, always book the venue at least 4-6 months in advance. Now, let’s take a look at the factors to consider when choosing a venue for your event.
One of the most important factors is the location of the venue. When selecting a venue, consider how easily the majority of your attendees will be able to reach there. If most of the guests are local, choose a venue within a reasonable distance from most attendees’ homes or workplaces. Avoid the venues located on the outskirts of the town. The place should be conveniently located and easily accessible by public transport. If the event has out of town guests, it can be hosted at the venue near the airport. The event venue should select must have onsite parking or valet service.
Next, consider how many people the venue can accommodate. Your approximate guest list can help in quickly eliminating many venues based on their capacity. It would help if you found a venue that can comfortably accommodate all your guests. For instance, if you’ve 50 attendees, book a venue that can hold seventy. Always choose a little bigger venue so that your guests don’t get cramped. Your guests should be able to move freely through the venue space without any uncomfortable hindrances.
Services and Facilities
Different events need different types of facilities. For instance, a corporate meeting will require AV equipment, while a birthday party should have a dance floor. So, depending on your specific event needs, make sure the venue provides those services and facilities. The services you may need include catering, parking, accommodation, Wi-Fi, charging station, breakout room, security, decoration, and more. The venue should also have its own setup/cleanup crew. Most of the big venues offer in-house catering, and you can choose a menu according to your attendee’s preferences. Make sure to ask if the venue charges any extra fees for any of these services. Usually, there is an overtime fee or cancellation fee.