6 Point Checklist to Selecting a Venue For an Event
Updated: Sep 25, 2019
No matter what type of event you’re planning on putting on, nailing the location of the venue can be one of the most important points in the entire process. Not only does your venue reflect the theme of your event, but it also limits the number of attendees and staff members you can have on hand.
If you’re looking for event space for rent, use this checklist to help plan where and what to look for.
1. Think About the Type of Clients You’re Inviting
What type of event you’re holding should dictate the type of venue you select. If you plan on inviting primarily CEO’s or executive-level professionals, the type of venue should reflect a level of sophistication that they’re used to. If, however, you’re hosting a librarian or entrepreneur convention, you will most likely need a different type of space, possibly even to accommodate vehicles or resources. During this time, consider also the number of people that you plan on attending your meeting as well; it’s always better to have more space than not enough, especially if people have paid to come to your event.
2. Decide Whether or Not Weather Will Be a Factor
In many cases, the weather should not impact your workshop one way or the other, but if the event that you’re putting on needs a lot of outdoor space, whether for planned activities, luncheons, or something similar, look for an event space rental that has appropriate accommodations. Many venues will have covered areas that should be available, but consider whether or not they’ll be enough for all the attendees that will be outside at one point in time. Furthermore, if you’re planning on holding the seminar at a rainy location, weather could always factor into attendees’ travel plans as well.
3. Ask About the Venue’s Expertise in Other Events
This is one of those areas where the importance of venue selection for an event is most clearly seen, especially if you plan on relying on the staff there to help with your event. If the event has a lot of moving parts, you’ll need staff that has good working knowledge of the venue to move people or resources from location to location. Many areas operate within a particular niche, such as a wedding venue or outdoor music theatre, so plan accordingly.
4. Obtain a Full List of Possible Fees
The final price for any venue is normally not the only prices you will end up paying, depending on how much you or your staff need the assistance of the venue. Some specific questions you should ask can be about the difference in price between a served meal and a buffet, how much rooms will cost if you reserve them in a block, as well as any potential bar fees that are included as well. Make sure you ask about materials’ fees also; different venues charge different prices for things like chair and table rentals, or any kind of cooking items you may need. Don’t forget to inquire about parking and any taxes too, since those kinds of fees can add up quite a bit and potentially turn off come customers.
5. Investigate the Services They Offer
When looking at different types of venues for events, it’s a good idea to ask about the different services they offer too. For instance, does the location have an in-house floral designer, or will you hire one yourself? Other services you may need to ask about are parking attendants, ticketing services, as well as any audio/visual equipment you may need for your event. It’s also not uncommon for venues to have certain restrictions on what you can do as well, such as decoration restrictions or whether or not (or how much) you can bring in outside food. Finally, one major consideration is security: if you’re charging tickets for your event, you’ll want to make sure that only paying customers are allowed inside. The venue may even mandate you bring in extra security depending on the capacity for insurance reasons, so be ready to ask about those services as well.
6. Select a Venue That is Convenient for Attendees
One major consideration that may play a huge factor in choosing a venue for an event is how close the location is to major sources of transportations such as bus stops, parking lots, or airports. If people will have to find multiple sources of transportation to arrive at the event, such as connecting flights, car rentals, etc, it may dissuade them from attending. Also, consider how difficult it is to actually arrive at the venue in the first place. If it’s at the end of a dirt road, for instance, the weather may travel impossible. Another potential hazard is if the venue is in a confusing part of town to get to, making the visitor have to make numerous turns and potentially getting lost. Regardless of what venue you choose, it’s always good to have a location that is accessible for people who are traveling from out of town.
Selecting a venue is one of the more difficult aspects of planning your event, but it’s not impossible. With a little planning and some consideration for your guests and the event, you’ll be able to find a location that meets all your needs and provides a great experience for everyone included.