Finding a venue for an event is one of the most crucial things that must be done for successful event planning.
The venue of an event goes a long way to impact attendance and meet their expectations. Many attendees have high expectations of an event venue, and your playing on this affects the impact of the event and the subsequent events.
Choosing the right venue for an event entails a lot. This is why this article is specifically written to show the steps to finding the right venue for an event and the factors to consider. Keep reading!
Why is finding a venue for an event important?
In event planning, and for the success of every event, the venue is essential. This is where the planner, business owner or event marketing manager unleashes his event plans and smashes his goals.
Aside from budgeting, the venue is the next vital factor that sets the tone for the entire event. The venue is where the event takes place.
As we noted earlier, the venue of an effect goes a long way to making an impression on the attendees’ minds, as many attendees would have high expectations. Hence, it is crucial to find a venue that suits your event.
In addition, the venue goes a long way in helping you meet your event expectations.
When to start finding an event venue
The best time to start looking for a venue for an event is as soon as the idea of an event drops and after determining your event budget.
You must understand that there are a lot of event planners searching for the kind of venue you want for your event; hence, it is advisable to search for a venue early enough to avoid hitches or having your dream venue booked.
Realistically, event planners are expected to start looking at or booking the venue of events between six to eight months before the event date. Once the event venue is set, you can proceed with other arms of event planning, like sourcing for guests, catering services, and others.
Top 10 things to consider when choosing an event venue
Many important things must be considered by event planners when choosing an event venue. These factors act as a guide to finding the perfect venue for a successful event. They include the following;
- Budget
- Location
- Capacity and Space
- Amenities and Services
- Ambiance
- Reputation and reviews
- Parking
- Accessibility
- Contract Flexibility
- Acoustics
Read on as we explain each factor in detail.
1. Budget
The first factor on our list to consider as an event planner choosing a venue is the budget set aside for the venue from the event budget.
The venue budget or venue cost goes a long way to determine the type of venue to look out for. You can’t have an eye for a $100 venue while your budget is $50.
Meanwhile, be flexible enough to balance your vision and your budget. Be good at negotiation and always be ready to adjust your budget.
2. Location
The location of your venue is another critical factor to consider when looking for a venue for your event. Though there is much to consider when planning an event, the venue’s location should not be too far for the attendees.
If your attendees would come out of town, the location should be near their hotels or airport. This way, they can easily commute.
In addition, consider the accessibility of the venue and whether the venue complements the event’s theme. And most importantly, visit the location in person at least once before your event date.
3. Capacity and space
The venue’s capacity, space, and size are the next crucial factors to consider. The number of attendees dramatically determines this. Can the layout of the venue conveniently accommodate the attendees? If the place is stuffy or overcrowded, most people might not be able to stay through the duration of the event.
If the venue is overcrowded, it can make the attendees uncomfortable, and if it is too big, the participants can easily get disconnected. Hence, ensure that the venue fits the headcount.
Also, consider the configuration effects of the venue and its layout, as this can affect the attendees.
4. Amenities and services
Your attendees and exhibitors need to be comfortable throughout the event. To ensure they are relaxed, you must ensure that the amenities and services they need are available.
These services and amenities include the following;
- Catering services
- Light
- Wi-fi
- Connectivity
- Seating furniture
- Ushers or event staff
These are the basic amenities and services to consider when choosing the venue for your event. Interestingly, amenities and services are some other factors that will have the largest impact on your event.
5. Ambiance
The ambiance and mood, which are intangible, go a long way to impact the experience of the attendees.
Check the colors, chairs, and table settings to ensure they align with the event’s theme. Also, the decoration plays a significant role in the ambiance and mood of the venue. Therefore, please do not play with it.
Remember that the type of event you are planning largely determines the ambiance and mood to set the event on. For example, funky lights are superb for pop-up events and product launches.
6. Reputation and reviews
The venue’s reputation and past event planners’ reviews must be addressed. By discovering the credibility and customer service of the rentals, you can quickly know how successful yours can be.
Do the venue providers disappoint? Find out about the success of the past events hosted in the venue and what the planners have to say. You can ask people around or search for reviews online.
7. Parking
Sometimes, the attendees may come with vehicles, and we are sure you wouldn’t want to make them feel stranded. To avoid such, checking if your venue has a parking lot is imperative.
You can also rent one if they don’t have a parking lot. This means you would have to set a certain percentage of the venue budget.
However, most venues often come with a parking lot, but in case the reverse becomes the case, renting one would help.
8. Accessibility
Another essential factor that must be considered is whether the attendees can access the venue comfortably. Think about those with disabilities—those who are in wheelchairs and clutches. Also, consider the restrooms.
The venue should be easily accessible to anyone. This means that it must be inclusive.
9. Contract Flexibility
For perfect venue and event planning, ensure that the contract with the event venue providers is flexible and if things do not turn out as planned.
If the event is outdoor, you must consider emergencies like outpouring and even a change of venue in your contract.
With a flexible contract, you do not have to worry about losing your deposit in case of emergencies.
10. Acoustics
The last but not the least important factor to consider when choosing the perfect venue for your events is the sound system or acoustics.
This deals with your audience’s production, transmission, reception, and sound effects. Therefore, it must be taken into consideration. We strongly recommend acoustical clouds and canopies.
Conclusion
Some factors are critical for an event’s success about the event venue. We have carefully outlined and explained these, and we are confident that you are armed with the right factors to consider when choosing your event venue and its success as an event manager or planner.
Frequently Asked Questions
1. What factors need to be considered when selecting a venue?
There are a lot of factors to consider, but the venue cost, capacity, location, amenities, and services are the top factors to consider when choosing a venue for your corporate events.
2. How do you determine event location and venue?
To determine the venue and its location, you have to clearly understand who your audience is, where most of them would come from, and the accessibility of the location.
3. What factors are critical to the success of your event about the ideal venue for your next event?
The venue’s location, ambiance, capacity, and amenities are critical for event success. Among other things discussed in this post, it is important to consider these when you want to book a venue that serves your business interest and the interest of people attending the event.