Planit Event Inc. shares three tips to help you find your dream venue with your budget!
3 Tips on Choosing Your Perfect Venue
When you envision your event, whether it’s a birthday party, tradeshow, or corporate event, you have an image of where the event will take place. The venue plays a key role in how your event will play out and the experience your guests will have, but finding the perfect venue for your event is easier said than done. After many years working in the events industry, in today’s blog, I will share some great tips to help you choose the most suitable venue for your special event (I’ll even share some of my favorites). Later in the blog, I will also share a great checklist to help you ensure you have all your boxes checked off to secure your venue.
I know I’ve mentioned the budget many times already in previous blogs, but it is one of the key factors in determining your event venue. I’ve discussed putting an event budget together in more detail in a previous blog, 5 Planning Tips for a Successful Event, so I won’t go into specifics here. Once you’ve determined your budget and allocated a specific amount to your venue, it’s time to start the search! I’m sure many of you, just like myself, might already have a particular location in mind, so this can be a great starting point. On the other hand, if you aren’t sure exactly what type of venue you are looking for yet, skip down to the following tips to consider and then revisit the budget.
In many cases, during peak event season times, venues become more expensive. However, if you are absolutely heart set on having a specific venue, there are a few things you can try to make it work:
Can you cut back on other parts of your budget that are less important to you to allocate more towards your venue budget?
Are you able to move your event date out of peak season for a reduced cost?
Are you able to book far enough advance that you are offered a discount?
Are you planning a recurring event where you can lock into x number of years with a specific venue in trade for a discount?
We’ve all heard the word logistics, but what exactly does that entail? In terms of your venue, logistics consist of the venue location, venue accessibility, services required (catering, valet parking, etc.), space required, transportation, safety, and much more! I’m going to keep it plain and straightforward here in terms of picking your venue. Use the checklist below to help you determine if the venue you have in mind can accommodate all of the logistical requirements that you have. The key determinants are space, location, and services. It is key that the venue you choose can comfortably accommodate the number of guests you will be hosting. Location is also essential as this may be a determining factor for guests if they choose to attend or not. Services are also key. Speak to the venue to determine which services are provided and which you will have to outsource. Does the venue have any guidelines for outsourcing vendors? Any question that you come up with along the course of planning is an important question to ask the vendor!
Last but not least, your audience. Your event audience is key to the success of your event. Therefore, it’s important to ask yourself these questions before determining your event venue:
What are my guests expecting to see when they walk into the event?
What kind of emotion or feeling do I want the guests to have during the event?
What kind of services will my guests expect from the event (i.e., catered meal)?
What kind of accessibility does the venue need to have to accommodate all of my guests?
Once you have the answers to these questions, you will have a better idea of what type of venue your event requires, and you can narrow down your options. Need some inspiration? Check out this great list of offsite venues.
Choosing an event venue can be difficult when all of the factors are involved. Planit Events Inc. has been choosing fantastic venues for clients for years, and we would be happy to share our expertise with you to ensure you find the venue of your dreams. Whether it is for your wedding, a tradeshow, or even a corporate Christmas party, we are here to help. Contact us to learn more about our services.