How to find the perfect venue for your event

A memorable event has to start with with an amazing venue, but with endless options knowing what the best venue is for your event can be if not overwhelming, then at least confusing. These professional tips will help you make the right choice.

Have a Checklist

Any venue, whether it’s for a wedding, the launch of a new product, or a celebratory family meal, will need to meet certain criteria. Check potential venues against your budget, the number of guests you need to accommodate, and how flexible it can be to meet your needs. Do this research in advance of making a shortlist of venues to visit. If it doesn’t meet your “must haves” then it is not the right venue for you.

2. Visit Your Shortlist Venues

Don’t book a venue without seeing it in person, and don’t make a decision without viewing several potential locations. View them through the eyes of your guests as well as your suppliers. Ask questions like is there parking, or will you need to arrange transfers for your guests? Are the kitchens well equipped or will you need to hire additional equipment? Is the venue accessible? Are there enough toilets? Will licensing or noise be an issue? Seeing potential locations in person will allow you to make an informed decision.

3. Consider Your Purpose

Is the sound and lighting practical for your needs? For example, will sound carry well if you need to make a presentation, or will high ceilings make it difficult for people to hear what you are saying? Is the floorplan open and flowing, or divided into more intimate spaces? Do you need infrastructure for live streaming of your event, and is the WiFi sufficient for the people who will be using it?

4. What is Included?

Be very specific about what is, and is not, included in venue hire, and read any contract fully before committing yourself to hiring it. Is VAT included, and what is the cancellation policy? If a condition of hiring a venue is to use their preferred suppliers then get a quote from them before agreeing to hire. While there are definitely benefits of using suppliers who are used to working in a specific venue, they do not always offer the best priced or most flexible contracts.

5. Use Your Imagination

Do not discount a venue because it doesn’t immediately tick the boxes. A drab space which can be transformed with clever lighting and furniture hire is a better option than a pretty venue which is difficult to get to. Large open spaces can be partitioned, but it is very hard to open up small rooms. Hiring kitchen equipment and toilets can transform an unloved venue into a premium pop-up restaurant.

View possible venues together with your event or wedding planner and listen to their advice. They may be able to see potential where you can’t see beyond a bland decor, or spot pitfalls beneath a glamorous facade.

Looking for the perfect Wedding or Event venue, that suits all your requirements? Take a look at our ‘Find your perfect venue package’