When organizing an event, you are confronted by many vital decisions. Choosing a perfect venue is one of those decisions that will impact your event most. The venue affects all the other factors, such as catering options, date, number of attendees, and more.
It sounds intimidating, but you don’t have to feel that way. We have created guidelines about how to do better and what to consider when looking for a venue.
When to Start Looking for a Venue
The earlier, the better. Once you understand the following 3 points, you can begin your search: budget, size, and space.Try to book a venue at least 5 months before the event so that you have enough time to plant other things such as event brochures, catering, music booking, and more.
What to Consider When Searching for a Venue
1. Location
Look for a venue according to your event. If it’s a local event, you can look for a venue near most attendees’ homes or workplaces. If the attendees are coming from out of town, you should look for a venue near the hotels and airports.Also, look for what local transportation options are available to reach the venue. Try to find a place that is easy to reach using local means of transport such as buses and subways.
Take a look at Taj ll lounge and event space events.
2. Parking
Look for a venue that has a parking lot. If that’s not the case, look for a venue with parking lots nearby so that attendees can easily park their vehicles. You can book nearby parking lots and include the price in the tickets so that the attendees don’t have to pay extra when they park.3. Capacity and Minimums
Capacity is the second most crucial factor in venue selection that you should consider when you look for a venue. If you are hosting a big event, look for a venue that can accommodate 500 to 700 people. For the medium-sized event, you can book a venue with a maximum capacity of 400. And for small events, a venue with a capacity of 200 people is enough.It depends on the event's type and size and the number of attendees you will be inviting to your event.
4. Services and Amenities
Look for services such as kitchen, bartending, waiters, music fest area, and more. If the venue has its own kitchen, it makes your job a bit easier because you don’t have to look for a catering service. But make sure you taste all the items to ensure the quality of the food.Also, look for a venue that provides amenities like tables, chairs, stage setup, and more. Some venues have a pre-build stage for music events and AV capabilities, if you are hosting a music festival, then venue like these are the best options. You can set up your equipment and make some changes per your requirements.
5. Layout
Even though you will find a venue early in the planning process, you still want to have a rough idea of what activities you will include in your event, the amenities you require, and the needs of your team and attendees.Get an illustrated floor plan of the venue and walk through the venue at least once. Make a note of important things such as the power outlets, toilet location, emergency exits, and more. The layout of the floor plan will significantly affect many aspects of your event, such as:
The flow of the traffic
- The type of flow you want at each activity.
- How will you set up your tables and décor?
- Planning your activities.
- Placement of the bar
6. Ambiance
Pay close attention to the existing décor of the venue. If you are holding a music festival, you need a venue with proper soundproofing, a stage big enough to accommodate the setup,, and a a large enough area for the attendees to enjoy.7. Cost and Flexibility on Event Date
Flexibility on the event date can be a great way to negotiate with venues. Venue owners want to fill their calendar dates as soon as possible. By providing 2-3 date options, you are more likely to get a discounted price.Finding the event is the most essential part of event planning, but is also one of the challenging jobs. By following these guidelines, you can make your task easier. So, make sure to invest your time in searching for a venue that suits the theme of your event.
