The earlier you start your search, the better. If possible, book the event venue a few months in advance so that you have more time to take care of other details. This will also minimize the possibility of being disappointed on the actual day of the event.
Factors to Consider
Want the perfect venue? Below is a list of 5 important factors that you should put into consideration when you’re choosing an event venue:
1.Availability and Flexibility
This is the most important factor to consider especially if you have a special interest in a specific venue. Some of the popular wedding and conference venues are booked months in advance.
If your preferred venue is not available on the set date, you have two options. You can either hold your event in a different venue or change the dates.
2.Cost and Mode of Payment
Another thing that you should do is find a venue that is well within your budget. Put all the variables that affect cost into consideration. These may include the time of the year, time of day, and the specific day of the week. Also, if they provide in-house catering they're bound to charge more.
Find out if the venue provides sound, audiovisual, and lighting equipment and whether or not you’re supposed to pay for it. Limiting your rental costs will go a long way toward saving you money.
Lastly, find out their payment terms and the payment schedule. Find out as many details as possible regarding the payments flexibility so that you can plan ahead.
3.Location and Accessibility
If you’re planning a local event, it would be wise to find a venue that is within a reasonable distance from where many of the attendees live.
Another factor that you should consider is the means of transportations. How will the attendees get to the venue? Will there be traffic? Are there packing options? This factor will influence their punctuality for your event.
The venue and its amenities should be accessible to people with special needs and older adults. For the purpose of convenience, make sure that everything is in good condition.
4.Size and Capacity
First, you need to know how many people are actually going to show up at your event. Keep in mind that size does not just represent square footage; it can also be used in reference to the “fit”.
Space should neither be too large nor too small. If it’s too big, you may find yourself finding ways to bring the scale down. If the space is too small the attendees may feel crowded.
5.Aesthetics and Ambiance
Consider the existing interior decor inside the venue. How is the venue’s architecture set up?
If the venue does not really fit the style that you would like, this means that you will have to put up more decorations. This can get quite expensive. Find a venue that doesn’t require a complete makeover.