The venue you choose can make or break your event. The event venue is a big-ticket item that largely determines your event’s success, so it’s important to get it right. Not all events are the same- some are social gatherings of friends and family while others are corporate meets of top-level executives. So, depending on your event type, you need to pick the best venue. By knowing what to look for in a venue, it becomes somewhat easier to find the perfect place. So, in this post, you’ll find some useful tips to choose the right venue for your important occasion.
When organizing an event, there are a million different questions that are thrown your way. Once you’ve identified the type of event you are planning and its purpose, it’s time to consider several other factors. You need to invite guests, decide the menu, arrange speakers (for a conference), and most importantly book a venue. It’s important to book a venue in advance so that you get enough time to plan other important things, such as event brochures and décor themes. So, once you’ve determined your event budget and prepared a guest list, the next thing to do is find a great venue. Read further to know the crucial things to consider when booking an event venue.
You need to make sure that the venue is of the right size for your event. If you have estimated an approx number of attendees, you can quickly eliminate many venues based on their capacity alone. When looking for a venue, check how many people the venue can accommodate. It is best to book a venue that can accommodate 40-50 more people than you expect. Booking a bit larger venue will give your event a lively atmosphere.
The venue location is a crucial factor because it determines how easily your average event attendee will be able to reach it. The ideal event venue is located close to public transport. A 10-15 minutes distance from the airport or nearest metro or bus station is preferable. For those who will be traveling by car, the venue should have on-site parking. If most of you have mostly “in-town” guests, then choose a venue close to their homes or offices.
Facilities & Services
Different events require different types of facilities. Before you book a venue, make sure it provides all the facilities and services you need. Typically, the best venues offer facilities such as parking, catering, Wi-Fi, AV equipment, etc. They also have in-house designers to decorate your party in any theme. The venue should have its own setup/clean up crew so that you don’t need to hire someone to take care of it. It’s best to book a venue that offers catering services. In case you want to take charge of catering yourself, make sure to ask about it in advance. Some venue doesn’t allow outside food and drinks.
Last but not least, make sure the venue is in your budget. Some venues add extra service and facilities charge later. To avoid later disputes and shock, get a written estimate and make sure there’s no hidden fee.