Planning a special event can be stressful and exciting at the same time. It gives you that sense of responsibility where you need to make sure that everything is perfect. But where should you start? First of all, you need to choose the ideal venue for your event. And that is the tricky part.
As you may know, choosing an events place is crucial because the entire venue can either give life or spoil the party. But don’t worry, this article will provide you with tips on choosing the perfect venue for your upcoming event.
Before you look for a venue, there are some things that you need to take note of:
- Number of guests
- Type of event (casual, formal, etc.)
These three details will give you a rough idea of what to look for. Ideally, you need to book the venue six months before the event. Plus, the six-month timeline will give you all the time you need to prepare and ensure that everything goes as planned.
Finding the Perfect Venue
Once you get all the information you need, it’s time to go on a venue hunt. You can start searching on the internet and by calling the numbers provided to check if the date of the event is vacant. Calling the venue before going will save you so much time. Here are the things that you need to look for in a venue:
As much as possible, try to find a venue with affordable rates. Putting so much money on the venue itself will leave you with little funds for other expenses like cocktails and beverages. Book the event on a weekday if possible, as most venues offer lower rates for Mondays to Thursdays.
Depending on the type of event, the venue’s ambiance should match what you’re trying to accomplish. Check the existing decorations and interior of the venue and see if they would perfectly blend with the event’s theme.
Why do you have to do this? To save money. If the venue’s interior design matches the type of event that you will hold, you will no longer need to spend so much money on decorating. So if you’re planning for a wedding, a disco vibe venue might not just work out.
Amenities and Services
It will also help if the venue has its kitchen and other necessities for an event. Most venues offer the use of the kitchen as well as the following:
- Catering services
- Linens, tables, and chairs
- Audiovisual equipment
Furthermore, don’t forget if the venue has a crew that you can hire on the date of the event. If they do, ask if the crew wears a uniform so you can easily identify them during the occasion. Usually, catering staff wears the same clothing, but you can always provide screen-printed T-shirts if the budget allows.
Most of the time, event planners consider the distance of the majority of the guests. They want to make sure that the venue is accessible and easy to find for the attendees. However, if most guests come out of town, hosting the event near the airport may be the best choice.
Of course, you want to ensure that all guests will have a joyful and memorable time at the event. However, it’s pretty hard to enjoy if the venue is too small for many attendees. Even though you’re working on a budget, you still need to consider the people’s comfort in attending the event.
One of the most important things you need to check is parking. A venue without parking usually causes attendees to appear late, affecting the program and the flow of the event. Before booking a venue, make sure that they have enough parking space to accommodate the expected guests. It’s a bonus if they have a valet too!
It’s also wiser to find out if there are specific guests with special needs. They need to have easy access to restrooms or wherever they need to go. The accessibility of the venue is something that most event planners tend to forget, so try not to make the same mistake.
Music and Sounds
All events need to have lively music. However, it would be best to ensure that their music will not cause pain in the ear. Music helps a lot in keeping an event exciting and high-spirited, it shouldn’t be too loud, but it shouldn’t be boring. You have to find the balance so everyone can have a great time.
As you can see, there are many factors to consider in choosing the perfect venue for your event. So before you sign up for a contract, make sure that all the qualities mentioned above are met. Your guests will have the greatest time of their lives if you follow these ideas.