Planning an in-person event requires consideration of various factors, one of which is venue. It sounds basic, but it needs a lot more than just finding a large ground or a spacious hall. Most people focus all their attention on checking a venue for its capacity. While it’s important, it certainly isn’t enough! Upmetrics’ latest report on the event business says that over 60% of people who go to events think the place where it’s held can really make or break things. Clearly, picking the right venue is super important for anyone planning an event. How to choose an event venue? Let’s figure it out in this blog post.
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How To Choose An Event Venue: A Complete List Of Event Venue Selection Tips
Finding the perfect place for your event can be tricky because there are many things you need to think about. No worries! This list of event venue selection tips will help you pick the right venue. Stick to these, and you’ll be sorted!
1. Don’t Just Go On Looks
A place might seem attractive with its updated design and new tech. You can start to see how great your event photos will be with this view.
But here is the thing: a good-looking place is not always a good event venue.
It might have style, but what about the things that matter at your event? What about the things people won’t see in pictures? What if the Wi-Fi doesn’t work? What if the ventilation is bad? What if the air conditioning stops working halfway?
A pretty room will quickly stop being pretty if your guests are sweating, there are tech glitches, or people can’t walk around. Don’t let the look distract you from asking how equipped and functional the place is. Looks matter, but so does everything that makes an event work.
2. Check Venue Availability On Your Event Dates
This is a basic point in any event venue selection guide. Before you start looking at venues, figure out how flexible you can be with your dates.
If your event has to happen on a specific day, no questions asked, then you can only look at venues that are free on that exact date. Your options will be smaller, but at least you know what you’re working with.
But if you have wiggle room, even just a few days or a week, suddenly, way more doors open up. That perfect venue you fell in love with might be booked for your first choice date, but completely available the week after. Or maybe they have a cancellation two weeks earlier.
Being flexible with dates can be the difference between settling for an okay venue and getting the one you actually want. So before you start your search, talk to your team and decide how much you can move things around. It might save you a lot of headaches later.
3. Does The Venue Fit Within Your Budget?
A venue might have everything on your wish list. Tons of space, fancy tech, perfect location. But none of that matters if you can’t afford it. Sometimes the price tag is just too high for your budget, plain and simple. Other times, the venue is technically affordable, but when you look at what you’re actually getting, it doesn’t feel worth it.
Here’s the good news: prices aren’t always final. You can negotiate. Don’t be shy about it. Ask if they can bring the cost down, throw in some extras, or work out a package deal. Use your planning skills and see what kind of deal you can get. It also helps to do your homework. Look at how to pick the perfect venue within different budget ranges. Check out an event venue selection guide or two to see what other planners are paying and what they’re prioritising. Learn what really matters to attendees and where you can spend less without sacrificing quality. The right venue should fit your budget and actually help your event succeed, not just drain your wallet.
4. Pay Attention To The Space Configurations
By now, you probably have a pretty clear picture of your event. You know roughly how many people are coming, what kind of activities you’re planning, and maybe even how many vendors or exhibitors will be there.
So here’s what you need to figure out:
- Can this venue actually handle all of that?
- Is the space laid out in a way that works for what you need?
When you’re thinking about how to choose an event venue, don’t just think about total square footage. Think about how the rooms are arranged and what separate spaces are available. Good event venue selection tips always emphasise this because the right layout makes everything easier.
You might need private rooms for smaller breakout sessions. You might want a big main area for keynote speakers and smaller side rooms for workshops. Maybe you need a quiet space where presenters can get ready without all the noise from the main floor. What about demonstrations that could distract people if they’re happening right in the middle of everything?
And don’t forget the behind-the-scenes stuff:
– Where will you store equipment?
– Where’s your tech team going to set up?
– Do you need an office space to coordinate everything?
– What about a room for press or media?
All of these things matter. A venue might look perfect on paper, but if the layout doesn’t support how your event actually runs, you’ll be fighting against the space all day long.
5. Is The Venue Shared Or Exclusive?
Some venues will give you the whole place. Others might have multiple events happening at the same time. If you go with a shared venue space, you may have to arrange event badge printing, where the badges will clearly show your branding. This will avoid confusion about which attendee has come for which event. If you want the entire venue to yourself, you need to make sure that’s actually an option and find out what it costs. Having exclusive access comes with some real benefits. All the staff are focused only on your event. You don’t have to worry about another group using the bathrooms at the same time or taking up all the parking spots. You have full control over the whole space and can use everything however you want.
But exclusive use usually costs more. If you’re okay with sharing the venue, you might save money by only booking certain rooms or areas. Maybe you don’t need the entire building. Maybe just a few conference rooms and access to the main lobby are enough.
6. How’s The Event Venue’s Location?
When choosing a place for your event, accessibility is super important. It means two things: Can people get to the venue easily, and once they’re there, can they move around without trouble?
First off, think about location. Is it close to airports, train stations, or bus stops? Are there hotels and restaurants nearby? If your event lasts more than one day, people need places to eat and stuff to do after the day’s activities.
Next, remember people with disabilities. Can someone using a wheelchair move around without issues? TTGMice mentions a critical point in one of its reports that around 93% of disabled attendees face some or another venue-related barrier while attending events. When picking a spot, always check for things like ramps, elevators, accessible bathrooms, and wide entrances. You want to ensure everyone can take part comfortably, no matter their physical needs.
7. Parking And Transportation Facilities
When thinking about how to choose an event venue, keep in mind that not every place has parking, especially in cities. Think about how your guests will get there. Will they drive, take the bus, or walk? If there’s parking, is it enough? Is it close enough for those who have trouble getting around? What does it cost, and can you get a group rate?
Also, think about your vendors. They need to load and unload their equipment. The best event venue selection tips advise that while looking at event venues, make sure they have big doors so vendors can drive right up. No one wants to drag heavy equipment across a huge parking area. Easy loading makes setting up and taking down way simpler for everyone.
8. Check The Venue For In-House Facilities
When thinking about how to choose an event venue, it’s wise to see what they already offer. Getting things done in-house can save you a lot of time and stress. Here’s another quick list of event venue selection tips (for in-house facilities) to consider when you’re thinking about where to host your event:
- Does the place have a manager who really knows the ins and outs? They can help plan the layout and sort out any problems that might come up.
- Find out about furniture. Do they have enough chairs, tables, and dividers? What about food? You’ll need food and drinks, especially if it’s a long event.
- Tech help is really important. If the Wi-Fi goes down or a microphone quits, you need someone who can fix it quickly.
- See if they have support for things like an event registration platform, an event ticketing platform, or event badge printing.
- Some places also have security, which is good if you have vendors with pricey stuff or a big crowd coming.
- And don’t forget simple things like cleaning staff to take care of spills and keep bathrooms tidy all day.
Final Thoughts:
How to choose an event venue is a question that confuses many. While some factors are obvious, like capacity, accessibility, etc., several factors require careful thought. You may not think about them right off the bat, but they are equally important. The event venue selection tips listed in this blog cover all those factors. They range from checking your venue for in-house facilities to parking and transportation arrangements. By following this event venue selection guide, we hope you can choose an event venue that truly stands out!
FAQs
Focus on practical needs over looks. Check if the space fits your activities, is accessible, and has the right layout. Beauty doesn’t matter if the venue doesn’t actually work for your event.
Make sure it’s near public transport, hotels, and restaurants. Check for ramps, elevators, accessible bathrooms, and wide doorways so everyone can attend comfortably.
Ask how many spots are available and their distance from the entrance. When learning how to pick the perfect venue, check if vendors have easy loading access through large doors.
Any event venue selection guide will recommend an advanced event registration platform for this. One that’s digital and highly scalable. If your event requires tickets or passes, you should go for a really good event ticketing platform, too, to avoid bottlenecks at the event venue.
