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Originally Posted On: Choosing the Right Venue for your Event (entrepreneursbreak.com)
Are you planning a big event? Whether you’re a professional party planner, a business owner trying to create the perfect conference, someone throwing their own performance event, or even someone throwing their own wedding (good luck), you have so much to think about!
From the decorations to the food, the entertainment to the guest list, where do you even start?
Well, you can’t decide on anything else before choosing the right venue for the event. Where is everything going to go?
This is a tough choice. There are so many venues vying for your business, and many of them look appealing. How do you pick the right one for you?
We’re here to talk about it. Keep reading to learn all about choosing the right event venues for you and your situation.
Consider Your Guests
Do you already have a guest list? If not, this is the time to make one. This is going to be one of the primary determining factors when it comes to choosing the right event space.
Anyone who’s opting for a small and intimate event doesn’t need to look at the venues that are large and luxurious. You don’t want people to have so much space that it makes the event look empty or cold.
If you have a lot of guests, make sure that you’re not cramming them into a space that can’t accommodate everyone. It’s normal to assume that some people on your guest list won’t make it, but when you’re finding your venue, do so with the assumption that everyone will be there.
Set Your Budget
How is your event planning budget looking?
We get it. With so much to do, you haven’t even started planning it out yet. Unfortunately, this is one of the most important things that you have to do before you start setting up the rest of your plans and necessities.
Your budget will also help determine your space.
Start sectioning out the different things that you’ll need for your party. Keep in mind that some of them will group together (for example, sometimes venues offer amenities with their packages. More on that later).
Make sure you separate your written budget into things that you need and things that you want. Needs have to come first if you want to have a successful event.
Your venue is a need, but a luxury venue is a want. Consider this when you’re allocating your money.
What’s the Best Location?
So where are you planning on hosting this event?
If you live in a large city, you probably have more options than you can count. Are you opting for a location that’s close to your workplace for a corporate event? What about one that’s close to your wedding area for a reception?
Make sure that everyone is able to get to the location with ease.
Outdoors or Indoors?
Speaking of locations, this is also a great time to determine whether you’re going to have an indoor event or an outdoor event.
Indoor events are a safe choice. They’re ideal for cold weather, rain, and night events. You can control the temperature, the lighting, and everything else involved with the event.
That said, outdoor events are a lot of fun during the warmer seasons. You get the benefit of fresh air and sunny skies, as well as sunsets for photos.
If you want the best of both worlds, we suggest finding a function room hire that can accommodate both indoor and outdoor festivities. You don’t want to be the victim of a sudden thunderstorm or a heatwave that makes being outdoors unmanageable or unsafe.
Privacy is key when it comes to certain events. Which venue will offer you the most privacy?
If you don’t care too much about other people being inside your building, or even people being able to peek into your event, you may have success with a hotel venue or community center.
These places are often more affordable than private venues and they still have great amenities. The downside is that you have a harder time keeping your event away from prying eyes.
If you want an ultra-private event, find a standalone venue. This allows your event to stay private to the people who are attending.
Speaking of privacy, consider the noise levels that your party is going to produce.
Some venues may have noise limitations, or they won’t be able to contain noise at all. This makes it inconvenient to use them for any event that’s going to feature live music or even a loud DJ.
Make sure that you talk to the venue owner before you commit. You need to know that they’re able to accommodate your noise levels. They need to have all of the equipment that you need to set up for entertainment and they need walls that are prepared for loud noises.
What Kind of Event Is It?
This might seem trivial, but you need to consider the type of event that you’re throwing before you commit to a venue.
There’s common (but misguided) advice around the internet that tells people to lie about the purpose of the venue if they’re actually having a wedding. They may instead claim that they’re doing a birthday party or a corporate event.
This is a bad call. While many venues will charge more for a wedding or reception, there’s extra care that’s put into that event. By lying about it, you could end up in serious trouble. You also won’t get the level of service that you want for your event.
If you’re having a music event, make sure that the venue either has a stage area or that they have room to put up a stage with ease.
If you’re going to need tables for people, make sure that there’s enough room for tables and for people to walk around.
Not all venues are appropriate for every kind of event. When in doubt, call the owner of the venue and discuss your situation. They should be able to offer some advice and talk to you about whether or not they’re an appropriate choice.
Did you know that some venues offer amenities? It’s true. While some venues are bare-bones and only offer the venue itself, others work together with caterers, performers, and behind-the-scenes workers to make sure that your event goes off without a hitch.
Not all venues show you the amenities on their websites (though many do). This is another time in which it’s important to talk one-on-one with someone who works at the venue and can explain everything to you.
This is also when you should discuss any extra fees.
While venues have a listed price for the basic package (often the venue itself), some have additional fees that go into things like food, decorations, cleaning, and more.
These fees are normal and understandable, but they won’t often be discussed until after the event is over and you receive your bill.
Instead of getting blindsided, make sure that you discuss all of these things beforehand.
Tour Each Location
If possible, make sure that you visit every venue before making a commitment. This is a big decision and you don’t want any surprises.
Sometimes it’s hard to get a good idea of what a venue looks like from the web. There are plenty of venue owners who don’t invest in good photographers, meaning that their venues often look better in real life than they do online.
On the other hand, some venue owners only post the best angles of their venues. When you get there, you might discover that the venue isn’t at all what you had in mind.
Check out the main venue hall, any conference rooms (if necessary), the kitchen, the restrooms, and anything else that you think you might need to use.
While you’re touring, have a discussion with the person who’s representing the venue on your tour. Talk to them about prices, events that they’ve done in the past, and what they can offer aside from the venue itself.
They want you to be satisfied with their venue, so don’t be afraid to ask questions before you make a commitment.
Choosing the Right Venue Is Easy
Choosing the right venue doesn’t have to result in stress and headaches. If you know what to look for and how to plan, you’ll find your perfect venue space with ease.
Whether you’re looking for indoor or outdoor spaces, public or private events, or anything else for your next event, there’s a venue out there for you.
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