When planning an event, details (big and small) must come together. You have to think about timing, decorations, catering, guest lists, entertainment... the list can go on and on. A successful event is one that required planning. When it comes to planning, one of the first steps you should take it choosing a venue. The venue you select plays a big role in the success of you event.
Picking the right venue will allow you and your guests to have the best time. We feature nine tips to consider while choosing a venue for your next wedding, graduation party, employee appreciation night, or whatever type of event is coming up on your calendar.
Tip #1 - Consider the type of event
Different types of events call for vastly different venues. A conference room at a convention center would be a great option for professional networking or team training events, for instance. A local museum or winery may be best suited for a wedding or engagement party.
Tip #2 - Think about your event's vision/vibe
Every event has a different vibe and while choosing a vibe, you should look for a space that matches your overall vision. A classic wedding might require a grand ballroom or a luxury hotel. A classic wedding may be best in a church or industrial-type setting.
Tip #3 -Make a guest list
Spend some time thinking about who you want to come and make a preliminary list. The number of people coming to your event will help you determine how much space you need. You need to think about the people you’re inviting before you pick a location. Otherwise, you may get caught in a situation where you have to limit your guest list because of venue capacity limitations or you have a huge space for ten people.
Tip #4 - Choose an optional location
Think about the location once you know who is coming and narrow in on a convenient spot for everyone. You may want to choose a venue that is close to the ceremony if you’re planning a wedding reception, for example. You would probably want to select a city that is easily accessible from a major airport if you have people flying in from around the country. Choosing a general location can also help you narrow down the list of potential venues.
Tip #5 - Stay within your budget
Think about your budget before you get too far into the process of choosing a venue. Decide how much you want to spend overall and how much to devote to various things such as food, entertainment, and the venue itself. The last thing you want is to fall in love with a venue and realize you don't have the funds to cover the cost of the space.
Tip #6 - Tour Venues
The bet way to make sure your potential venue will for work for your event. Ask for a floor plan and a video tour if you're not able to tour in-person. You want to make sure the venue is practical and functional for your event vision. Things to keep in mind while touring:
Does the venue have a preferred vendor list?
Is it ADA compliant?
Does it have an indoor option or a rain shelter for outdoor spaces?
It may help to write down a list of questions like this before you start touring venues.
Tip #7 - Ask about amenities and extra fees
The rental cost of the venue is not the only expense you need to consider. Make sure that you ask what is included with the venue rental fee and request a list of fees for a la carte services. Some venues include tables, chairs, and setup costs but may charge extra for food or special amenities. Others simply give you the space and assess a la carte pricing for everything else.
Tip #8 - Check out the venue's reputation
Do some due diligence before making your final decision. A venue may look perfect but you need to know about its business practices before you dive in and commit. Spend some time looking at reviews online and learning about the venue’s reputation. Ask the venue for references from previous clients if you cannot find information online.
Tip #9 -Get Inspired!
Finally, you don’t have to start from scratch – gather inspiration from other events. Think about the events you have attended recently and consider what you liked about their venues. Ask your family, friends, and colleagues to give you feedback on the venues they have recently been in and use those ideas to create a list of wants and needs to reference. Search online for event planning websites to see what type of venues are used for different events.
Let Educe Events Consulting help!
Choosing a venue is one of the first stopes of event planning. Scared, anxious, don't have time? Let us help ease the stress of finding venues that match your event vision. We will match local venues to your vision and provide a compiled list of options for you to choose from. Check out our services at www.educeevents.com and contact us to learn more.