Choosing the perfect venue is tough. We’re here to help!
Are you hosting an upcoming event soon? If so, you’ll soon find out that trying to scope out the perfect venue can actually go from what you thought would be an easy task, to a very daunting one.
In this post we’ll cover some of the most important things that you’ll need to consider when trying to land the perfect venue for your Event. Whether you’re planning out a family member’s birthday party, a party for a recently launched product or service, a pop-up style food and drink event, or even a series of networking events, you’ll want to cover your ground and cover the basics. Especially when it comes to picking the Venue that perfectly fits your Event’s needs.
Below are 5 of the most important things that you should always consider when choosing a Venue.
Location, location, location.
We’ve all heard this saying. But why?
Location is one of the most important things that you’ll need to consider when prospecting the right Venue for your Event. In fact, location can even make or break an Event.
How exactly do you choose the right location?
Choosing the right location can be a feat in itself. But some of the things you’ll need to consider will be:
Accessibility to the venue via public transit; Parking availability and requirements; General location to other venues (if you’re looking to host multi-venue events); and guest safety.
Food & Drink
Depending on the type of Event you’ll be hosting, food and drink can take on a large role. You’ll need to find out if the Venue offers any sort of catering services themselves or if they allow/use a third party catering service. With food and drink in the mix you’ll need to consider permits, but we’ll touch on that later.
Food trucks are also becoming increasingly sought-after at Events. Rather than serving food inside the Venue (assuming the venue is within closed doors), think about organizing a few food trucks to make an appearance and be the official caterers of the Event. Its a win-win situation if you ask us. It gives these food trucks market exposure and your guests will be satisfied with the experience. Many food trucks will also do custom menus for special events. Just one more thing to consider!
Amenities & Available Services
In addition to the food and drinks offered, you’ll need to have a good sense of what amenities and services the Venue can or is willing to offer. For this you’ll want to think of almost anything and everything that will help make your Event a huge success. It’s important to make sure that the details are always consistent with your Events theme/brand.
Some things to consider are:
How many washrooms/stalls are available for guests? How many bar areas are available? How many seating areas are there? Is WiFi available and free to use? Are there pictures or any artwork on the walls? If so, are you able to change the decor to match your theme if need be? Are there any screens, monitors, or projectors available that you might need to use?
You’ll want to split these up into the ‘Must-Haves’ and the ‘Nice-to-Haves’. Splitting them up in such a way will really help you prioritize on the importance, keep you focused, and also make sure that you stick within you allocated budget.
Personnel & Staff
Another important thing to consider is if the Venue will provide their own personnel and if so, then how many. Of course, like all things, this largely depends on the type of Event you’ll be planning. But you’ll want to know whether or not the Venue will give you the option of providing the personnel for you (such as bartenders, servers, security, etc.) or whether you’ll be able to bring in your own crew to support the Event.
Most Venues are generally good about giving you the option to choose which of the above best fits your Event. But it’s always good to ask, because you don’t want to get stuck with one or the other.
Permits & Licenses
Last but not least, you’ll need to make sure everything is done legitimately and legally. In fact, this is actually probably one of the first things you’ll want to inquire about when “shopping” around for a Venue. You’ll want to check to see if the Venue has insurance in which you and your Event’s guest will be covered under. For the most part, it’s normal that you will have to acquire your own Event insurance to properly protect you and your guests against any possible damage to the vicinity as well as any physical injuries that might occur on site. Fingers crossed that this never happens, but it’s always better to be safe than sorry.
Some other permits & licenses to consider are:
Liquor license for the establishment, food permits (any outside food/alcohol will usually require some sort of temporary permit), Special Occasions Permit (SOP), etc.
In any circumstance, it’s always a good idea to consult with the Venue ahead of time to make sure that all of the necessary permits/requirements are in place for your Event.
Well, there you have it. Those are 5 of the most important things to consider when Choosing the right Venue. Whenever you’re at the stage of prospecting for Venues, we hope that you take these things seriously because they could end up making or breaking your Event.
And if you’re just starting out in the Event industry, you’ll soon learn how difficult choosing the perfect Venue can be. It’s important to note that this wasn’t meant to be a definitive guide to selecting Venues. Think of this more so in terms of a ‘checklist’ or even a 101 to get you started and thinking about the basic necessities you’ll need to factor in while considering your Venue of choice.
Hopefully some of these points struck a chord with you and we wish you all the best on picking out that perfect Venue for your next Event!
We’re an online entertainment and ticketing platform that keeps you connected to events, venues and organizations within your local community. Brüha’s listing and map-interface will tag events, venue, and organization content as they are geographically located. With the implementation of IBM Bluemix cloud based technology, Brüha’s user experience and unique filtering capabilities make it easy to find specific categories, dates, admission price range, moods and even recommended listings. Whether you are a tourist visiting a new city or a local resident, Brüha provides a one-stop-shop that allows you to stay connected to your city.
Looking to increase awareness for your Venue, Organization, or your next Event? Head over to our website and get started today.