Hi, I’m Sarah. As someone who has planned more events than I can count, I know just how critical venue selection is. It can make or break an event! Whether planning a wedding, a corporate event, or a milestone birthday party, choosing the right venue is the foundation for everything else. And yet, it’s often one of the most overwhelming decisions.
In this guide, I’ll discuss the top five strategies I’ve used to select the perfect venue based on my real-life experiences and the common concerns I’ve seen from fellow event planners. Let’s jump right in!
1. Consider the Event’s Purpose and Style
The first step in venue selection is to ensure the venue aligns with the purpose and tone of your event. Ask yourself:
- What is the goal of this event? Is it a laid-back celebration, a formal corporate gathering, or an intimate workshop?
- What atmosphere are you trying to create? Do you need something luxurious, modern, rustic, or cozy?
For example, when I organized a charity gala last year, I knew I needed an elegant venue that would encourage people to dress up and feel inspired to donate. The venue’s ambience was just as important as the food and entertainment.
2. Location, Location, Location!
One of the most common questions people have when planning an event is, “Where should I host it?” The location is everything when it comes to venue selection, and there are a few factors that always need to be considered:
- Is it convenient for guests? Choose a location that’s easy to access, especially if your attendees are coming from out of town.
- Does the venue offer parking or transportation options? Trust me, nothing ruins a great event like guests struggling to find a place to park.
- What about accommodation? If your event is large or spans multiple days, is there a nearby hotel or accommodations for your guests?
I once hosted a conference in a city centre venue but failed to consider parking. The feedback was clear: “Great event, but getting there was a nightmare!” I’ve never made that mistake again. Now, I always ensure the location is as stress-free as possible for my attendees.
3. Size and Capacity Matter
The next thing you need to evaluate is the venue’s size and capacity. Here’s where it gets tricky: You want a space that isn’t too large or too small for your guest list.
- Can it comfortably fit your guests? Make sure there’s enough space for people to move around, sit comfortably, and enjoy the event without feeling cramped.
- What about flexibility? Some venues have flexible layouts that allow you to adjust seating, add stages, or set up breakout rooms.
One of my favourite venues for corporate workshops could be transformed from a single open space to smaller sections for team-building exercises. It’s worth asking venues how flexible they can be in accommodating your specific needs.
4. Check the Amenities and Services
Many venues offer more than just four walls and a roof, so be sure to ask about the services included in the rental. Here are some key amenities you might want to look out for:
- In-house catering or kitchen facilities: Does the venue offer food and beverage services, or do you need to hire outside vendors? This can drastically affect your budget.
- AV equipment: If you plan on presentations, music, or a live performance, does the venue provide audiovisual equipment?
- Staffing: Some venues offer an on-site team that can help with setup, teardown, and coordination. This can save you a lot of time and hassle on the event day.
When I planned a surprise 50th birthday party for my mom, the venue I chose offered in-house catering, which made the whole process seamless. The food was incredible, and I didn’t have to juggle multiple vendors. It was a relief, and I could focus on the other details that made the event memorable.
5. Budget Wisely
We can’t discuss venue selection without discussing the budget. A venue can take up a huge chunk of your event budget, so knowing exactly what you’re getting for your money is important.
- What’s included in the price? Some venues have packages that include everything from chairs and tables to lighting and linens, while others charge separately for each item.
- What’s the cancellation policy? Life happens, and sometimes events need to be rescheduled or cancelled. Always check the cancellation policy to avoid unexpected fees.
- Are there any extra fees? Remember to ask about hidden fees such as cleaning charges, overtime, setup, and teardown fees.
A few years ago, I booked a venue for a client’s holiday party that seemed to fit within their budget. However, I later discovered extra charges for AV equipment and staffing, which put us over budget. I always ask venues for a detailed breakdown of all costs upfront to avoid surprises.
Key Takeaways for Venue Selection
- Purpose and Style: The venue should complement the event’s vibe and goals.
- Location: Choose a place easy for guests to access, with transportation and accommodation options if needed.
- Size and Layout: Make sure the venue can comfortably hold your guest list, with room to adjust if needed.
- Amenities: Ask about catering, AV equipment, and on-site staffing to streamline your planning process.
- Budget: Be clear about what’s included in the price, and always check for hidden fees.
Final Thoughts
Choosing the perfect venue doesn’t have to be stressful. With these tips, you can focus on what truly matters—creating an unforgettable experience for your guests. Trust me, as someone who has made every mistake in the book regarding venue selection, the more prepared you are, the smoother the process will be.
Do you have a favourite venue selection story, or are you planning an event and unsure where to start? I’d love to hear your thoughts in the comments below! If you found this guide helpful, feel free to share it with others who might be in the same boat.