Organizing an event is exciting, as well as a stressful task. As an event planner, you’re confronted by many decisions, from determining the budget to preparing the guests list. Of all the crucial decisions, the most important one is choosing your event venue.
The venue you select for your event will have the largest impact on the success of the event. In fact, the venue plays a vital role in affecting all your other decisions, such as the date of the event, catering options, and attendees’ pleasant experience. Whether you’re throwing a birthday party, hosting a wedding reception, or organizing a business conference, you need to find a perfect space for your event. For choosing a venue, you need to consider many things, which often make the process overwhelming. However, to help you find the ideal venue for your special event, here we have listed some quick tips to navigate the process easily.
Consider Your Target Audience
Before you start looking for a venue, you need to consider who your guests will be and how many you expect to attend. This is a vital piece of information because you need to find a venue that can accommodate your expected guest list and is suitable for the audience. The space you choose must not be too big or too small for the gathering. Moreover, you should also ensure that the venue reflects the event and the guests’ tastes and expectations.
Determine Your Budget & Compare the Venue Cost
If there is no restriction on budget, obviously you can organize a great event because you will get unlimited options to choose from. However, you need to determine the amount you can spend on each expense when you have limited financial resources. Set a realistic budget and always remain prepared to spend a little extra for the venue. It would help if you found a venue that falls within your budget without compromising on the quality.
While comparing the prices, consider all the venue’s services, such as technical and catering expenses. You should check if taxes and other things like linens, tables, chairs, parking, dance floor, etc., are included in the quote or not. In addition to this, don’t forget to ask about the refund and cancelation policy, as well as the payment schedule. Remember, you can always negotiate the fees to get the best rate available.
You should always choose a venue that your guest can easily access. So, look for an event venue located near where your guests live or work. For an event where attendees will be traveling from out of town, a venue near the airport is more suitable. In addition to this distance, you should also think about traffic, transportation, and parking options.
Services and Amenities
Depending on your event’s type, you need to check the services and amenities the venue is offering. Some venues have a kitchen and can provide catering to your event. At the same time, some have a partnership with food providers. Make sure to know this in advance and calculate which option is more economical for your event needs. Also, a good venue offers tables, chairs, and linens that match your theme and ambiance.
If you need to have a projector, check the audio-visual equipment and its cost. Some venues also provide additional services like floral arrangements, staging and lighting, decor, transportation, and sightseeing. Moreover, always inquire about the restrictions such as photography/videographer, alcohol sales, bringing in outside food like cakes, and playing loud music.