While organising an event, you’re confronted with many decisions, but selecting the right
event venue is the one decision that can make all the difference. Most event planners are
master jugglers, known for balancing multiple tasks at once. However, above all of them is
the task of choosing a suitable event venue, which can make or break your event. Whether
you’re planning a large cocktail reception, multi-day conference, lavish awards gala, industry
gathering or business meeting, there are lots of things to keep in mind while exploring
venues. So, all of this may sound a bit intimidating, but we’ve got you covered! Here are our
top tips while looking for a venue for your next event.
Start well in advance:
Most event planners recommend booking a venue at least six months in advance, so you
have ample time to source out the best site that fits your needs. You also get enough time
to plan other critical things, such as creating an event program and website, securing great
speakers, starting ticket sales, engaging with attendees and more.
Location is key:
Whether you are having a conference locally or out of town, the venue location should be
easy to get to for your guests. Furthermore, if you have out of town guests, ideally, an event
venue near the airport is both cost-effective and convenient. If you’re looking within the
city, make sure it is near a station or metro hub and also that there are plenty of parking
options nearby. So, shop around until you find the venue that checks everything off your
needed checklist. You can also consider expanding your search to include more
unconventional locations, like museums, public libraries or art galleries.
Space and size flexibility:
Your banquet hall size and capacity must be just right depending on the number of guests
you are expecting. Make sure that the space you select reflects the theme of your event. For
instance, if the venue is too small, it will seem crowded; too big, and it will seem under-
attended and empty. The size of the space needs to be flexible, depending on the scope of
your event. If networking comes into play, the last thing you’re looking for is a tight
squeeze!
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