Hosting a great event starts with one big decision, “Location.” Whether it’s a corporate conference, wedding, or birthday party the venue sets the mood for everything. But let’s be honest. Finding the perfect venue can feel like an impossible task.
For event organisers, it’s even more important. Your reputation depends on pulling off a memorable event. Pick the wrong venue and you’re looking at low attendance, unhappy audience and a whole lot of stress. But get it right and you’ll create an experience people will talk about for years.
If you’re feeling stuck on where to start, don’t stress. Let us walk you through how you can choose the perfect venue.
1. KNOW YOUR AUDIENCE AND EVENT SIZE
Who’s coming to your event? This is the first question to ask. The venue must fit the crowd size comfortably. Too small and people feel cramped. Too large and it feels empty.
According to a report by Allied Market Research, the global events industry is set to grow to £1.684 trillion ($2.1 trillion) by 2032. Understanding your audience becomes even more crucial as events grow in size and complexity.
- Small Gatherings: Private dinners, workshops, or intimate meetings work well in smaller venues like boutique hotels or art galleries.
- Mid-Size Events: Weddings, corporate parties, or product launches need mid-size venues such as banquet halls or coworking spaces.
- Large-Scale Events: Trade shows, conferences, or concerts demand stadiums, convention centers, or outdoor parks.
Write down your expected number of guests. Then, ensure the venue can handle that number without squeezing or wasting space.
2. THINK ABOUT ACCESSIBILITY
People need to reach the venue easily. Attendance might drop if it’s hard to find or too far away. According to a survey by Eventbrite, 71% of the attendees say accessibility is their decision to attend.
Here’s what to consider:
- Location Proximity: Choose a venue near public transport or main roads.
- Parking Availability: For those driving, make sure there’s enough parking space or nearby options.
- Special Needs: Check if the venue is wheelchair accessible and has facilities for guests with disabilities.
A location that’s easy to reach makes guests happier. And you, the organiser, are less stressed.
3. STAY WITHIN BUDGET
Your budget plays a big role in venue selection. Event organisers often spend 30-40% of their budget on the venue. But spending too much here can hurt other parts of your planning, like catering or entertainment.
How to stay on track:
- Compare Prices: Research multiple venues to find one that fits your budget.
- Look for Discounts: Some venues offer lower rates for weekday events or off-season bookings.
- Ask About Extras: Some venues include tables, chairs, sound systems, or lighting in their rental price, saving you money.
Sticking to your budget doesn’t mean setting for less. It means finding smart ways to get value for your money.
4. MATCH THE VENUE WITH YOUR EVENT THEME
Your venue should reflect your event’s purpose and vibe. A corporate meeting in a noisy cafe or a glamorous gala in a warehouse doesn’t work, right?
- Formal Events: Choose venues like conference halls, ballrooms, or luxury hotels.
- Casual Gatherings: Think outdoor gardens, community centers, or cosy cafes.
- Creative Events: Art galleries, industrial spaces, or rooftop venues add a unique touch.
The venue should not just house your event. It should enhance it. Guests should walk in and immediately feel the tone you’re trying to set.
5. CHECK THE AMENITIES AND SERVICES
What comes with the venues? Amenities and services can save you time, money and effort.
Here’s a checklist to review:
- Technology Equipment: Does the venue have projectors, microphones, or Wi-Fi?
- Catering Options: Some venues offer in-house catering or have preferred vendors.
- Furniture and Decor: Are tables, chairs and basic decorations included?
- Lighting and Sound: Good lighting and clear sound are essential for any event.
Also, ensure there’s staff available to help during the event. A responsive team makes a huge difference.
6. CONSIDER THE DATE AND AVAILABILITY
Some venues, especially popular ones, get booked months (or years) in advance. Check availability early to avoid disappointments.
If your date is flexible, you may have more options. For example, choosing a less busy time can open up better venues or even discounted rates.
7. THINK ABOUT SAFETY AND COMFORT
Guest safety is non-negotiable. As an event organiser, it’s your job to ensure the venue meets safety standards.
Check for:
- Emergency Exits: Are they clearly marked and accessible?
- First Aid Kit: Does the venue have basic medical supplies on-site?
- Climate Control: Is there proper heating or air conditioning?
Comfort is just as important. Make sure the seating, restrooms and layout work for everyone attending.
8. SCOUT THE VENUE IN PERSON
A website can only show so much. Visit the venue in person before making your decision.
- Walk through the space to get a feel for it.
- Check the layout and flow. Will it fit your event activities?
- Look for hidden issues, like worn-out carpets or bad acoustics.
Seeing the venue in real life helps you spot details that pictures or descriptions might miss.
9. ASK FOR REFERENCES OR REVIEWS
A good venue will have a history of happy clients. Don’t hesitate to ask for references or reviews online.
Look for feedback on things like:
- Responsiveness of the venue staff.
- Condition and cleanliness of the space.
- The success of past events held there.
Reviews from other event organisers can give you valuable insights.
10. PLAN FOR THE UNEXPECTED
Even the best plans can go off-track. That’s why it’s smart to prepare for unexpected situations.
Ask the venue:
- Cancellation Policy: What happens if you need to cancel or reschedule?
- Power Backup: Is there a generator in case of power outrage?
- Weather Options: If it’s an outdoor venue, is there any indoor backup?
Being ready for the unexpected ensures your event runs smoothly, no matter what.
DON’T FORGET THE WOW FACTOR
A great location adds a “WOW” factor to your event. This doesn’t mean spending a fortune. It’s about creating an experience guests will remember.
For example:
- A venue with stunning city views can leave a lasting impression.
- Unique spaces like historic buildings or rooftop terraces can add charm.
The goal is to make your guests feel part of something special.
FINAL THOUGHTS
Choosing the best location for your event might feel like a big challenge, but it’s also an opportunity to shine. By keeping your audience in mind, staying organised and doing your research, you can find a venue perfect for your needs.
Remember, a great venue doesn’t just host your event. It elevates it. And when your event stands out, so does your reputation as an organiser.
Take the time to get it right. Your next event deserves nothing less.
