How to Pick a Venue That Works

Your event venue is one of the first decisions you need to make because it will impact many of your other plans. Consider your objective: is there a location that supports what you are trying to accomplish? Here are some things to consider as you are selecting a location for your event.

Y  Indoor or outdoor
Y  The cost
Y  Your electricity needs
Y  Parking availability
Y  Number of expected guests
Y  Activity/program needs
Y  Time and date
Y  Proximity to amenities
Y  Floor plan and event traffic flow
Y  Lighting and technology needs
Y  Guest safety
Y  Wheelchair accessibility

The cost for a venue can be high, but there may be advantages such as tables and chairs, audio/visual equipment, or décor options provided. Some event centers also have decoration packages and in-house service providers.

There are many location options that people often overlook. For example, you can reserve neighborhood parks, greenhouses, sports facilities, recreation centers, libraries, hotel conference rooms, museums, large backyards, and even some historic buildings in addition to traditional event centers.

When selecting a venue, it is very important to clearly understanding the venue's policies. Are there noise restrictions? Do they provide tables and chairs? Do they allow outside catering? Do they charge extra for Wi-Fi? How much more will it cost if your event cleanup takes longer than expected? How far is the kitchen from the main event space? Read your contract carefully so there are no surprises on event day.

For a more complete list of questions to discuss with the venue director, see my event vendor checklist.

Narrow down your options by considering your event's purpose and your non-negotiables. Visit your top two or three choices and consider checking online reviews and browsing photos of past events held at the location.

Make reservations as soon as possible because many other aspects of your depend on securing the venue.

You've got this!

Christina
Abean Assist

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