Wednesday, 24 August 2011

Venue Selection

Selecting a venue for your event is definitely not something you should take lightly. You really need to consider what would be the best space as you want your event to be a success. If you are well knowledgeable about the various venues in your area, finding a venue may be a relatively easy task for you. If you are not, you really need to review your event needs carefully to determine what venue would be perfect for your event.

The following are some guidelines and factors to take into consideration when choosing your venue.

Event Date

Some venues that you contact may already have their space booked depending on your event date. It is important when choosing your event date that it doesn't conflict with other large events that are happening in the area as many venues may already be booked. If your event is in the summer you also need to be aware that a lot of venues will be fully booked well in advance as it is wedding season.


A large factor when choosing a venue is your budget. Your budget will determine what you can and cannot afford. If you have a tight budget, this is where your negotiation skills may come in handy.

Venue Costs

Relating to the above, when inquiring about rental costs from a venue make sure you get all the costs laid out for you so you can calculate if it is within your budget.  Sometimes there are hidden fees/costs that sometimes appear, so make sure the venue manager is providing with all the costs up front in the proposal. The last thing you want after an event is to see an invoice that is way over your budget.

Event Specs

When initially inquiring about a venue find out all the space specifications  - square footage, capacity, furniture, lighting, audio/visual etc. It is also good to get a floor plan of the venue so you have a visual. Finding out these details will help you decide if the venue is right for your event.

Number of guests

The number of guests you are expecting will of course help you determine what venue you should choose. Make sure to book a space that will accommodate more than the expected amount of guests just in case there are more guests than you expected.

Type of Event

The type of event you are having will definitely be a factor when choosing a venue (gala, reception, sit down dinner, presentations, trade show etc.). If your event will be a sit down dinner with presentations you need to find a space that is large enough to accommodate.


You should take into consideration the type of guests that will be in attendance when selecting your venue. If your event is a classy event that consists of 30-50 year old's in the mid to upper income range, you may not want to have your event at a venue in the bad side of town.

Venue Rules

It is important to find out what you can and cannot do at a venue for your event well in advance. If you want to have drapes and hang items from the ceiling for example, it is best to find this out when you are initially inquiring about the space.

Visit the Venue

To really make sure that the venue is right for you it is imperative that you have a tour of the space. When you are at the venue really try to visualize if the space will work for you. Ask the venue manager a lot of questions so you are clear on everything. Take pictures if you are able.

Book your Venue Well in Advance

When you have nailed down your key event details (goals, vision, date, how many people, theme, type of event, budget) the next step is to book your event venue. It is important to book your venue at least  6+ months in advance, depending on your event. The later you wait to book your venue the more likely the spaces will become unavailable. This is pretty crucial as you want to have the best possible space for your event.

I hope these tips will help you when choosing a venue for your next event!

-Shira :)


Diana said...

Thank you, Shira for your interesting blogs!
I found them very useful. I am an event coordinator, and got so much informative stuff from your blog!

ShiraG said...

Diana - thank you for the nice comments! I'm so glad they are informative. I love helping others :)

Anonymous said...

One of the most important to consider for choosing a venue is the facility, because you need to make sure that your guests are comfortable on the day of your event.

Venue Finder Melbourne

curtis03 Lewis said...

Yeah, venue selection for your wedding is quite a hard task. One must make a list of all favorite venues and then visit them in-person to get details about their rentals, services and space available. We also booked our event venue NYC for wedding in this manner.