8 Tips for How to Choose the Perfect Event Venue for Your Next Event

Did you know that event planning is ranked among the top five most stressful jobs in the world?

Whether you’re a professional event planner or you’re in charge of a one-off event, you’ve got a lot on your plate. While event production companies can help with the planning process, it’s still up to you to find the perfect event venue.

What makes a great event space? What should you look for in the right venue for events–your event, in particular?

Here are eight key factors to consider.

1. Determine Your Budget

First things first–you need to know how much you can spend on your event.

Major corporate events can easily cost a million dollars or more, while smaller local events may cost just a few thousand. Before you begin your search, make sure you’ve calculated how much you have to spend (allowing a little cushion for unexpected costs).

If your dates are flexible, you may be able to save more on costs. A venue that offers several different dates is ideal, as you can negotiate for a better price.

Haven’t calculated your exact event budget yet? Try using an event budget planning worksheet to get started.

2. Location, Location, Location

If you’re hosting a local event, try to select a venue that’s a reasonable distance from where most people live or work.

What if you’re expecting a large number of attendees from other cities or states? You may want to find a venue that’s easily accessible from your city’s airport or major highways. Proximity to hotels is also a consideration for out-of-towners.

There are also some practical things to consider with the event’s location, such as transportation options and typical traffic. Can attendees reach your event via public transport or a hotel shuttle? Or will they sit in traffic for hours and miss half the morning session?

3. Consider the Capacity & Minimums

Your next important factor to consider is venue capacity. If you’re expecting 400 people at your event, they won’t fit into a room designed for 250.

The venue will also have fire and safety codes to follow. It might be tempting to squeeze a few extra people into the space, but it could get the owners of the venue into legal trouble.

You also need to understand the venue’s food and beverage minimum requirements, if they have them. This is called an “F&B minimum” and should fit comfortably into your event budget.

4. Parking Arrangements

A dream event venue has broad, spacious parking lots for everyone. Unfortunately, that’s not always a reality.

If there’s no parking on site, is there a valet service available? Is there street parking or parking lots nearby that attendees may use?

An upscale event, such as a gala, should offer valet service. If the venue itself doesn’t, look into hiring one. You might also look into reserving a nearby parking lot or setting up an event discount with Uber or Lyft.

5. Event Venue Layout

Depending on the type of event you’re hosting, you’ll need to consider the layout of the venue and the flow of traffic through it.

Are you hosting a dinner gala? An expo? Do you need a demonstration area? Will you need a stage for the speaker or an area for a bar?

Consider the high traffic areas, such as the foyer, the registration area, and the doorways. Will your expected number of attendees have plenty of room to move about the venue?

Don’t rely on a single walk-through. Ask for an illustrated floor plan of the venue so you have a realistic idea of how you can set up the event. Take special note of where electrical outlets are and where audio-visual equipment is located.

6. Amenities & Services

The types of amenities and services you’ll need depend much on the type of event you’re hosting. A seminar where you serve coffee and doughnuts will require a lot less than a five-course gala dinner.

If you’re serving food at the event, does the venue provide it? Or will you use an outside vendor? Is there a kitchen on site, or does everything need to be prepared off-site?

You’ll also need to consider (and inspect) any tables, chairs, linens, or other equipment you plan to use. How’s the quality? Does it fit in with your theme and budget?

Another consideration is if the venue offers a cleaning and/or setup crew. If they don’t, make sure you arrange for enough volunteers or hire an event team to help.

7. The Right Ambiance

A black-tie gala wouldn’t fit in an industrial space, just like a tech expo would look strange in a grand ballroom.

Your venue doesn’t have to be an exact match to your event–that’s what decorating is for. But consider how much extra time, effort, and expense it will take to transform the space into the ambient setting you envision.

Consider the building’s architecture and exterior appearance, as well as the feel of the interior space. Is it cozy or spacious, formal or relaxed? Think about the mood you want to create at the event and pick a venue that matches it.

8. The Right Acoustics

A final consideration for your event venue checklist is the acoustics.

Have you ever attended an event that was so noisy you couldn’t hear anyone speak? What about a resounding echo off the walls, making it impossible to understand that speaker on stage?

Keep in mind that low ceilings will amplify sounds, especially if the place is packed with people. Hard floors or “warehouse” style venues will produce a similar effect.

If you’re hoping for a quiet, intimate event, consider a venue with carpeted floors and higher ceilings to keep noise levels to a minimum.

Final Thoughts on Choosing an Event Venue

Selecting the right even venue can seem overwhelming at first.

Keep these tips in mind, though, and you’ll soon narrow down your choices to the perfect event space for you.

Are you holding your event in the great city of New York? We invite you to contact us anytime to learn more about our special event services.