Things to Consider When Finalizing a Venue

Organizing an event is never easy; it comes with various factors to consider, the one that impacts the others is to select a perfect venue. The catering, decoration, entertainment, lighting and the experience of your guests are affected by choice of your venue.

Many people end up selecting the wrong venue according to the event, which often looks either congested or too vast to accommodate guests. Yes, that can be a disaster. Choosing a venue, according to the occasion, should be the priority. Here is our complete guide to scrutinize the place before you go for further arrangements.

When to start looking for a venue? Book the venue 3-4 months prior to the function since it can be occupied on the same day. The earlier, the better! Once you decide the three things- budget, estimated event size, and space requirements, you are ready to go on a hunt for your perfect venue.

Things to consider when searching for a venue-

1) Location- If you are organizing a local event, look for a venue within the reasonable distance. If you have called people from out of town, then scan places near the airport or their hotel but don’t forget to consider traffic, transportation, and parking options. Ensure that the venue is in the vicinity of town so that most of the guests can make it to the event.

If the event is more personal, choose a peaceful location, away from the noise of the city.

2) Parking- Another important thing that most organizers overlook is parking. The venue must have its own parking area or valet parking. No one would like to make their guests feel uncomfortable and create chaos outside the venue.

If the venue doesn’t have its parking area, then check whether there are parking lots nearby which attendees can access and use else you can reserve some parking lot nearby.

3) Capacity and Minimums-  Select the venue according to the event you want to organize, if its a wedding then the guest list will be lengthy, so the place should be huge. Consequently, if you’re going to throw a birthday party, booking a vast place is a waste of money and resources.

If your venue provides catering options, ask them what is included and the costs associated with the services. Negotiate whether they can provide complimentary service if you are spending more on it.

4) Services and Amenities-  Go on asking certain questions before you say yes to the deal.

• Does the venue provide for catering? If yes then you can save a lot on hiring caterers from outside and if not, then it is good to know at the earliest so that you can look for options.
• Does it have a seating arrangement and decoration? If they have these items, go on checking whether it matches with the theme or not so that you could ask them to replace.
• Does it have a set up/ clean up crew? It is an important question, since setting up and winding up the things before and after the function will require a team for the service.

Organizing an event is never easy; it comes with various factors to consider, the one that impacts the others is to select a perfect venue. The catering, decoration, entertainment, lighting and the experience of your guests are affected by choice of your venue.

Many people end up selecting the wrong venue according to the event, which often looks either congested or too vast to accommodate guests. Yes, that can be a disaster. Choosing a venue, according to the occasion, should be the priority. Here is our complete guide to scrutinize the place before you go for further arrangements.

When to start looking for a venue? Book the venue 3-4 months prior to the function since it can be occupied on the same day. The earlier, the better! Once you decide the three things- budget, estimated event size, and space requirements, you are ready to go on a hunt for your perfect venue.

Things to consider when searching for a venue-

1) Location- If you are organizing a local event, look for a venue within the reasonable distance. If you have called people from out of town, then scan places near the airport or their hotel but don’t forget to consider traffic, transportation, and parking options. Ensure that the venue is in the vicinity of town so that most of the guests can make it to the event.

If the event is more personal, choose a peaceful location, away from the noise of the city.

2) Parking- Another important thing that most organizers overlook is parking. The venue must have its own parking area or valet parking. No one would like to make their guests feel uncomfortable and create chaos outside the venue.

If the venue doesn’t have its parking area, then check whether there are parking lots nearby which attendees can access and use else you can reserve some parking lot nearby.

3) Capacity and Minimums-  Select the venue according to the event you want to organize, if its a wedding then the guest list will be lengthy, so the place should be huge. Consequently, if you’re going to throw a birthday party, booking a vast place is a waste of money and resources.

If your venue provides catering options, ask them what is included and the costs associated with the services. Negotiate whether they can provide complimentary service if you are spending more on it.

4) Services and Amenities-  Go on asking certain questions before you say yes to the deal.

• Does the venue provide for catering? If yes then you can save a lot on hiring caterers from outside and if not, then it is good to know at the earliest so that you can look for options.
• Does it have a seating arrangement and decoration? If they have these items, go on checking whether it matches with the theme or not so that you could ask them to replace.
• Does it have a set up/ clean up crew? It is an important question, since setting up and winding up the things before and after the function will require a team for the service.