Planning or organising an event can be very challenging because various factors must be considered to ensure success. Though each aspect of event planning is important in its own right, the venue plays a more important role than most. The venue can make or break an event, hence, knowing how to choose the best venue for your events is critical.
Both conventional and non-traditional venues are readily available these days in a wide variety. Either a formal setting or an informal setting is appropriate depending on the occasion. You can choose from banquet halls, convention rooms, restaurants, lounges, pubs & bars, gardens, parks, gaming areas, resorts, etc. to organize your events and celebrations.
With so many possibilities available, picking the ideal spot could occasionally be challenging. Here are some ideas to keep in mind when you narrow down the options for excellent venues for your event.
Choose a location that is both convenient and appealing to the guests you want to attract. If you’re planning an after-work networking event, try to hold it near where your invitees work all day, or along a popular commute home route. If the event is on the weekend, try to choose a location that is a destination in itself, such as on the water, with sunset views, or at a rooftop lounge. While you can’t find the perfect location for everyone, you can choose one that’s easy to get to.
The majority of your budget will be spent on renting the venue of your choice. Many venue owners, on the other hand, will make your job easier by including all extra incentives in the location’s cost.
Nonetheless, you must exercise caution when comparing venue packages. This is due to the possibility of hidden costs being included in the price quotes.
You can easily compare venue prices across the United Kingdom. Then, once you’ve chosen the ideal location, you won’t have to spend extra money on logistics and incentives.
2. Size and capacity
Before you start sending out invitations, make sure the venue can legally and comfortably accommodate your guest list. A small space will feel claustrophobic and uncomfortable. At the same time, overly large rooms will make any event appear empty and devoid of ambience.
In any case, be sure you have the correct estimation or exact number of prospective attendees before paying for that venue. This point on how to choose the best venue for your events is one of the most important and thus needs to be given priority.
3. Atmosphere and mood
Another tip on how to choose the best venue for your events is the atmosphere and mood of the venue and this is where an event planner’s intuition comes into play and a site visit or a trusted recommendation is required. A clean environment is obviously necessary, but how does the environment make you feel? Is it light and airy, or dark and cold? What impression will your guests have as they enter the venue? Is the venue inviting and comfortable for guests who want to take a break between sessions or get some fresh air? Is the venue’s staff welcoming, friendly?
There are no second chances to make a good first impression. Attendees who feel welcomed and safe are more likely to sign up for future events.
4. Facilities and services
When selecting the ideal venue for your event, there are several amenities and services to consider. Some are necessary, while others are optional. However, before finalizing, make your findings about the facilities you deem important for your specific event.
The following are some of these amenities:
- Parking space: Your venue should ideally have some parking options, even if entry costs a separate fee. If parking is crucial to your guests, select a venue with its own parking lot or garage or one where nearby parking can be reserved. In unusual circumstances, some event planners provide attendees a valet service even though the venue doesn’t. Cars are driven between neighboring parking lots by valets.
- Cleanup crew: Rejoice if you’ve found a venue that includes a setup and clean-up crew! This isn’t always the case. If these services are not available, you will need to assemble your event team or find volunteers. In any case, you will sure need this.
- Technology: Technology is important, even if some events are more high touch than high tech. You should make sure the event space is set up to meet your needs as efficiently as possible. “Is the audio-visual equipment in the room of a good standard and simple to use?” are some questions to ask. Are there any screens accessible for presentations or for displaying your clients’ logos and branding to help brand the space? If a speaker wants to address the audience, is there a microphone available? Can you pipe in an edited playlist of songs if you’d like background music? Technology sometimes receives a bad rap, but it really is the best at creating the mood and setting for an event.
- Kitchen: A catering kitchen is a commercial kitchen that focuses on warming and serving rather than food preparation. It allows caterers and other vendors to set up backstage for an event. Because most caterers prepare the actual food and drink at their own locations, what they really need at the venue is a gathering and storage area to ensure everything is ready for its big debut.
- Restrooms: Restrooms are essential for attendee comfort, particularly if there is an open bar. Check that your venue has standard restrooms and that they are clean before your event. If you are holding your event at an outdoor venue and there are no restrooms available, you can hire portable restrooms. Believe me, they can be life-saving.
When something goes wrong, insurance will protect you, so you won’t have to worry about unforeseen costs. What would it mean for you if someone got hurt at your event, you had to cancel last-minute, or your equipment was damaged?
Some venues will refuse to do business with you unless you have appropriate insurance, according to event planning resource BizBash. Discuss the type of insurance required and who is responsible for providing it with the venue management.
If you need to provide all or part of the insurance for your event, your general liability agent should be able to assist you. Just make sure you contact him or her as soon as possible.
6. Special amenities
If you anticipate having people with special needs, make sure to provide them with the amenities they require to promote inclusion. People with disabilities, for example. Take into account your guests’ ages as well. If you are expecting babies, ensure that the restrooms have changing tables. If you anticipate an older audience, make sure there is enough seating.
Many decisions must be made when organizing an event, but selecting the right venue and location is the one that will have the greatest impact on your event. We hope this tips on how to choose the best venue for your events is very helpful, weather you are doing it yourself or you are using the service of an event planner.
You can leave a comment if you have a question or consult us for your event planning and decorations.