10 Secrets You Must Know Before Picking Event Venue

There are a lot of choices to be made when planning an event, but the venue and location you choose on will have the most influence. The event venue and location you choose will have a significant impact on the success of your event in every respect, from the date and time to the speakers and menus.

Does it make you feel a little scared? Stop thinking that way. When making decisions, what factors should be taken into account, and how to improve are discussed below.

When should I start looking for the venue?

The sooner, the better. You may start looking for a venue after you have a strong idea of the three elements listed below: budget, projected event size, and space needs.

Book a venue at least 8 months in advance to provide time for other key tasks such as finding exceptional speakers, preparing an event program and website, beginning ticket sales, communicating with attendees, and more.

Lookout for these factors when picking a venue

1. Location

You’ve probably thought about it already. You may be searching for a venue that is a suitable distance from the majority of guests’ homes or places of business for a local event. If many attendees are coming from out of town, a venue near the airport or their hotels will be advantageous. In any case, don’t forget to factor in traffic, transit, and parking.

If you want to lessen the likelihood of your attendees being late, give them with a mobile event app, which is becoming more common these days. Your attendees will feel secure and comfortable walking into the event with maps, driving instructions, and parking/shuttle information at their fingertips.

If the venue is on a big campus or institution, using maps with pinned places might be really helpful. Interactive indoor maps will make it easier for attendees to navigate events featuring displays, posters, or concurrent sessions.

2. Parking space

Does the venue have a parking lot or valet parking? A venue with a parking lot is the stuff of fantasies. Check whether there are adjacent parking lots that attendees may utilize if this is not the case. There are a few options available if there is no parking available.

  • Reserving adjacent parking spaces for your attendees, and either include the fee in the price of the tickets, or requiring attendees to pay for parking upon arrival.
  • Examine the Uber and Lyft event discounts available.
  • You may negotiate with them to arrange this and provide discount codes to attendees.
  • Make it possible for attendees to carpool or share cabs. It would also be an excellent opportunity for them to engage with one another.
  • Even if the venue does not provide valet parking for the event, you should provide it. A valet may be required if the event is a gala or other luxury event.

3. Check the capacity

What is the maximum capacity? You’ll need to know the venue’s room capacity for a few reasons. For starters, a space with a capacity of 250 people cannot comfortably accommodate 500 people (if that is your expected event size). Second, there are fire and safety rules that the venue must follow.

What are the food and beverage minimums? If your venue serves food and/or drinks and has a minimum food and beverage expenditure amount (known as a F&B minimum), make sure that prior event F&B records are in accordance with the minimum.

If you predict much higher F&B expenditure than the venue demands, it suggests you’d be a good client for them. Negotiate if they would give a gratis service (e.g., upgraded Wi-Fi or A/V support) in exchange for a particular amount of expenditure.

What changes should be made in response to attendee feedback? It is critical to be able to make an educated adjustment for the size of a space or F&B immediately before to or during your event.

You can simply count attendees or gather fast feedback using live polling on an event app, saving you time and money. Here are 64 ready-to-use event survey questions in templates.

4. Get the contract flexible

“Getting a formal contract with the venue provider is a necessary, since having to alter the event venue is probably the last thing you want to see,” explains the founder of SoftwareHow, which arranged an industry conference with 300 attendees.

However, given the pandemic’s unpredictability, it’s a good idea to establish flexible contract conditions with your venue, since your event may be delayed or canceled owing to unanticipated causes.

A lockdown order, for example, or a natural calamity may prohibit people from attending your event even if they have registered. Whether the venue has a force majeure condition, see if they can add a COVID-related clause that protects you from losing your whole deposit.

5. Offer unforgettable service

Is there a kitchen at the venue, and can it supply catering for your event? If this is the venue, many venues may eliminate the facility fee in exchange for a down payment and the cost of food for each participant.

Venues without kitchens may have a relationship with a food supplier that you must utilize, so you should verify their food ahead of time. For the greatest attendance experience, choose a venue that provides fantastic cuisine or lets you to bring in outside food providers.

Is it equipped with tables, chairs, and linens? If a venue possesses these goods, you may save a lot of money and time by utilizing what they have, as long as it complements your theme and mood.
Is there a team for setup and cleanup?

Rejoice if you’ve discovered a venue that includes a setup and cleanup staff! This isn’t always true. If these services are not accessible, you will need to form an event team or locate volunteers.

Is it equipped with AV capabilities?

Some venues offer built-in audio-visual equipment for you to utilize, while others need you to provide your own.

6. Check the layout

Even if you discover your venue early in the event planning phase, you’ll want to have a good concept of the sorts of activities you’ll include, the facilities you’ll need, and the requirements of your team and attendees.

Obtain an illustrated floor plan of each venue and walk through your favorites at least once, noting essential details such as where the outlets are and where AV equipment is or can be found.

A few distinct parts of your event will be highly influenced by the layout and floor plan:

  • Traffic flow Consider the flow of traffic through your event. For each event, you’ll want a distinct sort of flow. What sections of the event will see a lot of foot traffic? Registration? What about the auditorium doors? Keep this in mind while selecting your venue, and keep in mind that how you arrange up the tables and décor will have a big impact on this as well.
  • Event activities If you wish to have keynote speakers at your event, you’ll need a stage or a space to set up a leased stage. Will you need a demonstration area? Is there going to be a bar?

7. Get insurance

Although, it is not a rule of thumb considering socioeconomic structure of the Nigerian state, it is however recommended.

Some venues, according to BizBash, will not even do business with you if you don’t have insurance. Amy Hallquist-Hamric, president of Hallquist Insurance Agency, concurs. “Several venues want a specific level of responsibility as well as their being identified as extra insured for the event,” Hallquist explains. “Typically, you may ask your general liability insurance agent for this endorsement for your event; however, it is also a good idea to START EARLY in planning to have this added, as well as to have all of the needed language, address, and so on, prior to contacting your agent.”

8. Check accessibility

Pay close attention to the venue’s current dcor. What architectural style is the building, and what message does the inside convey? You’ll probably require different venue accommodations for a gala than you would for an exhibition. The less the ambience corresponds to the ideal vibe of your event (upscale, high tech, etc.), the more decoration you’ll need to undertake to compensate.

The prospect that everyone, particularly those with special needs, can utilize the facility and its facilities is referred to as accessibility. You must first establish who your attendees are and what their requirements are before you can answer this question.

You’ll most likely know whether there will be children at your venue, but you may not know if there will be people with additional special needs. In this case, evaluating previous events held by your organization may provide some insight.

9. Check the sound system

Have you ever been to an event where it was so loud that it was hard to hear people and you lost your voice and your hearing in the same night? This is often caused by how sound moves through a venue, or its “acoustics.” When the venue is empty, a low ceiling makes it feel cozy, but when it’s full, it makes it louder. A large warehouse-style venue, on the other hand, will cause echoes, or what architects call “reverberation.”

Even though a venue’s sound quality might not make or break your choice, there are ways to improve it, like using patios outside the venue. Armstrong Ceilings suggests in an article for the American Institute of Architects that acoustical clouds or canopies be used to improve the sound quality of a venue.

10. Bargain for date flexibility

A good way to negotiate with venues is to be flexible about the date of the event. They might have gaps in their schedules that they want to fill. If you offer more than two dates, you are more likely to get a discount.


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