What Should You Consider When Choosing an Event Venue?

When planning an event, choosing the right venue is an important consideration, and the team you hire should do everything they can to make it a successful day. Below is a brief Q&A on what to consider when choosing a venue for your next event:

How soon in advance should I start searching for an event venue?

It’s best to reserve a space as soon as possible, to ensure that the venue is available to rent for the event. This is especially true during certain times of the year when events are popular, such as New Year’s Eve celebrations, spring wedding season, June graduations, etc. Even at other times of the year, book your venue 4-6 months or more in advance. Booking ahead of time gives your vendors a target date to work toward as well, with time for you to plan your event theme, invitations, and more.

What should I consider about a venue’s location?

As the old saying goes, location, location, location. Choose a venue that is conveniently located, easily accessible, and with ample parking. Where a venue is located is important for several reasons:

  • It should be easy to find so that guests can arrive timely and without the stress of trying to locate it
  • Parking should be convenient, plentiful, and free if possible
  • The venue should not be so far off the beaten path that it adds an excessive amount of driving time for attendees

What should I consider about a venue’s size and minimums?

For events such as weddings, many guests choose to reserve two rooms: a larger room for the wedding ceremony and a smaller sized room for the reception that follows. Before reserving a venue for your event, inquire about what number of guests the room is designed to accommodate. If the room is too large, then you’ll be paying for more than you need and it may dampen the energy of a smaller group. If the room is too small, then you’ll be forced to turn guests away.

You’ll also want to ask prospective venues if they have a minimum number of guests required to meet a food and beverage spending amount. It’s also a good time to ask about complementary services, such as Internet access or sound system and support.

If you need an event venue for an upcoming wedding, birthday party, corporate event, or other occasions, contact potential properties for a tour as soon as you can.