July 18th, 2017 | Updated on July 18th, 2018
From hosting an important corporate event that could be the making of your business to showcasing your art to some important clients, organising any event takes a lot of time, consideration and planning.
And one of the most important aspects for your event will be the venue you choose with this having the ability to make or break its success. Plus, it will often take up a huge chunk of your overall event budget, so you’ll need to choose wisely to make sure you’re getting the most for your money.
Not sure where to start? Then here are some top tips for finding the perfect venue, regardless of what event you’re hosting:
1. Start By Considering the Concept
Before your search for the ideal venue starts, it’s important you consider what your event is all about. How do you want your guests to feel when they enter the space you’ve chosen? Does your venue need to complement a certain topic you’ll be talking about, or does it need to create maximum impact for a theme you’ve chosen?
For example, if you’re hosting a charity ball for your business that’s got an Alice in Wonderland theme, you’ll need to find something that will bring this idea to life and create that all-important wow factor. An outdoor venue or rustic barn adorned in decorations may be a great starting point, for instance.
Equally, if your event needs to boast a sophisticated, professional edge, a more formal setting, i.e. a specialist business venue may be much more appropriate and shouldn’t require too many additional features or accessories.
2. Make Sure It’s Right for You/Your Business
Don’t get too hung up on where or what the venue is, just focus on what’s right for you and/or your business.
It’s easy to start looking in all the safe places, like your local football stadium, council buildings or village halls, but what will make your event stand out from the crowd?
Look a bit further afield as you choose, from stately homes to restaurants and even private spaces like someone’s basement. The possibilities are endless, and the more off-the-wall you can be, the more panache your event will boast (if required).
3. Consider Your Visitors
Although you may visit one of the aforementioned locations and think you’ve found your dream venue, before you put your deposit down make sure you consider your visitors.
Is there enough space for the number of people you want to invite? Does it have good access?
If there are any stumbling blocks that arise, this may be a sign that this venue isn’t the best choice available to you.
Ultimately, you need to make sure your venue is open, safe and can be accessed by everyone. This doesn’t just mean getting into the premises but also means how it can be laid out. So try to consider how the space will work with the layout you have in mind – drawing some rough sketches may help you visualise this better.
As soon as you visit your shortlist of venues, you should start to get a good feel for which will work and which won’t. And when you find your ideal one, always check that it’s available for the date and time you’re aiming for (asking for confirmation of this in writing if you can).
It’s also a good idea to touch upon pricing and what’s included – for example, will you only get the hire of the venue for the day/evening, or can you set up/take down the day before and after?
Once determined, all you need to do is start putting together your guest list and inviting people!