What To Look For When Choosing A Venue
Choosing the right event venue is about so much more than simple logistics.
The decision you make about your event’s location will be pivotal to its success.
Get your venue finding right and there’s every chance that other event planning elements will fall into place.
Mess it up, and you could face some real headaches down the line.
In this blog, we’ll explore the key factors to look for when embarking on your venue-finding journey.
What To Look For When Booking A Venue
Successful event venue finding is all about planning.
You need 100% clarity about your goals – what you’re trying to achieve.
Here are the key factors you need to be sure about before you begin your search:
1. Event Date, Length, Availability, Budget
Nail down your date and the length of your event first.
Then, you’ll be able to start filtering your venue options.
Check the availability of potential venues and, crucially, whether they fit within your budget.
We recommend booking ahead as far as possible as you will get preferable rates and have more chance of securing the booking.
2. Location and Accessibility
An accessible venue is more likely to boost attendance.
Think about parking, public transport, and, if you’re expecting international guests, proximity to airports.
The easier it is to get to your event for guests, the better.
This is one sure way to enhance your event experience tenfold for guests.
3. Venue Capacity and Space
The size of your event venue needs to align with the number of guests you’re expecting.
Too small and you’ll cramp everyone’s style.
Too large and the space could seem empty and lacking in energy.
The size of your event space will have a direct impact on the feel and atmosphere of your event – so choose a venue that suits your event size.
4. Do I Need a Sustainable Venue?
Is sustainability important to you?
An eco-friendly approach is not only good for the planet but good for your brand too.
Look for venues that are certified sustainable or have green initiatives.
Consider how the venue powers itself, how it manages waste and its overall attitude to sustainability – if this is important to you.
5. Existing Venue Style
Some venues, even before you start fitting them out, will enhance your event theme.
They may have feature walls, unique features such as a huge glass window, beautiful existing architecture – and plenty more style points you could use to enhance your event design.
When looking for a suitable venue, assess the existing venue as you can use it to enhance your event design.
And because it’s already there – this may also be more cost-effective as you’ll have to spend less transforming the space!
It’s a win-win.
6. Are There Any Venue Restrictions?
Going on from the previous point – even if your venue, as is, enhances your event theme – you also need to consider how changeable the space is.
Can you transform it effectively to match your vision?
Are there any restrictions in place from the venue you are booking?
Some venues will have restrictions in place that will limit the level of venue transformation you can complete.
Be sure to ask the venue about any rules and restrictions they have in place.
If your venue has existing design walkthroughs in place, this will also give you an idea of how in-depth your venue transformation can be.
7. Venue Amenities and Services
Most venues to have existing services in place that you can take advantage of.
This includes everything from the catering, to more specific features such as AV equipment and even Wi-Fi (which will be crucial for corporate networking events, for example).
Food and catering can make or break your event.
Look out for reviews on the venue’s service offerings.
But if they haven’t got anything place – not to worry – if you are booking through an events agency, they can source and provide all of this for you.
Choosing The Right Venue By Event Type
Different events will have different venue criteria.
As such, you will want to look for specific venue types for your event type and purpose.
For Product Launches and Brand Activations
For product launches and brand activations, your venue needs to be as flexible and modifiable as possible.
So as above, you will want to ensure you have checked for any venue restrictions that will limit how much you can change the venue to suit your brand.
You’ll probably want to incorporate brand colours, logos, and other elements into the venue design.
For Outdoor Events
Will your event be outdoors?
Then, think about logistical challenges such as power supply, cabling and lighting.
Consider weather contingencies like rain cover, waste management and heating.
Also, how guests are getting to your space and if they are driving – where are they parking?
When planning an outdoor event, there are many challenges and obstacles to consider (this guide may help!)
For Conferences
For these types of events, you’ll need a venue that has ample parking and possibly even a turning bay for coaches.
Other essentials include technical set-up for AV, sufficient break-out areas, good Wi-Fi and plenty of toilets.
Then, there are essential details such as disabled accessibility.
Again, for booking a conference – there are many elements to consider (this guide may help!)
Must-Dos When Choosing Your Venue/Event Space
Now you’ve got a rough criteria to adhere to when choosing an event space, you can ask the right questions when you make an initial enquiry to a venue/event space.
Book And Conduct Site Visits
Once you’ve narrowed down some venues you believe are suitable, site visits are non-negotiable.
Make a checklist of questions to ask during your visit.
Get a feel for the space, test the Wi-Fi, check the bathrooms and scrutinise every little detail.
Site visits are a must!
Transform And Enhance Your Event Venue
Once you’ve made your venue choice, you’ll want to make the most of its potential.
That’s where event design and event production services are necessary!
These services will create the perfect space for your event.
This is where the expertise of the Julia Charles Event Management teams really comes into play.
Check out these effective ways to transform your event space.
Are You Wondering How To Book The Right Event Space?
Event finding is a massively important and involved process. It doesn’t have to be a challenge if you know what you’re looking for.
In this article, we’ve really only scratched the surface.
And this is only one aspect of putting an event together!
As an experienced events agency, we are more than happy to help with any of your event needs – whether it’s to find you a venue or to deliver your event all the way from concept through to production and management – a full end-to-end service.
Read More About Us:
Related Services:
- Event Production
- Event Design
- Lighting and AV
- Set and Stage Design
- Event Management
- Themed Events
- Venue Finding
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