There are a lot of things to consider if you’re planning an event. You have to think about event catering, decorations, an event schedule, and who you’re going to invite, but no decision is more important than where you’re going to host your event.
Not only does your venue literally set the stage for your gathering, it also has the potential to make your job as the host easier or harder. It’s not a decision you should take lightly.
Whether you’re planning a wedding, an informal gathering, or a corporate event, use the tips in this guide to find a venue that you and your guests will love.
Your first consideration is the size of your event. That’s because, in many cases, the size of the event is something that can’t be changed.
For example, if you’re hosting a corporate event for all of your employees, you have a set guest list. At a wedding, there may be certain friends and family members that you have to invite. Knowing the number on your guest list will help you determine which venues to consider.
If you have a more flexible guest list, you have the ability to think more carefully about the cost of your event. Smaller events almost always cost less than larger events, but there are other benefits to smaller events than cost.
For example, if you’re hosting a networking event, smaller is better. Smaller groups provide a more personalized environment where it’s easier to make genuine, deeper connections and have longer, more relevant discussions, while small weddings tend to feel more intimate.
After you’ve nailed down the size of your event, it’s time to start thinking about the kind of ambiance you want to create. Avoid going straight for your local event hall or hotel ballroom and instead think outside the box.
There are many unexpected venues that can add a different kind of ambiance to your event. For example, a reception at an art gallery is a great way for art-loving newlyweds to share their passion with wedding guests, while a speakeasy can make a business event seem more laid back and relaxed.
A few other offbeat venue ideas include:
These kinds of locations are great options because they have a built-in ambiance that requires very little decorating. However, if you have a big budget and a vision for a personally decorated space, make sure you consider whether the venue you’re interested in is conducive to decorative elements like flowers, garlands, and banners. If not, a large empty ballroom might be the best choice after all.
You also have to think about practicalities. For example, a mansion may not have the chairs you need, which means you might have to pay to rent them separately. A museum may not provide you with access to a kitchen, which means you might have to rethink your menu.
Thinking about your guest list and where to host your event are a lot more fun than thinking about accessibility, so it often gets pushed to the bottom of the to-do list. We encourage you to make it equally as important as the other considerations in this guide.
If you’re going to end up with an issue on the day of your event, it’s likely going to be due to accessibility issues that weren’t considered before you rented the venue. It isn’t uncommon for hastily planned events to end up with long lines at the bathroom or guests who need to be carried inside because there is no wheelchair ramp.
Use this checklist to make sure your guests are fully accommodated. That includes ensuring guests have access to elevators and ramps, if needed. Event catering should be made aware of dietary restrictions and reserved seating should be made for special guests.
Don’t forget to consider your vendors too! Is there a ramp that makes it easy to cater the event? Will it be easy for your DJ to hook up a projector?
And of course, don’t forget to ask when you can gain entry into the venue! Choosing a space that lets you enter the day before rather than an hour before is a lot less stressful, as is a space that only hosts one event each day. Watching new guests arrive to another wedding reception that is taking place in the same building, for example, isn’t going to make your wedding day feel very special.
The location of the event includes the venue you choose, but it also has broader implications.
Is the event easy for guests to attend? It’s inconvenient for a corporate event to be located on the opposite side of town when a closer venue downtown would be more accessible.
The distance traversed can also affect how much guests enjoy themselves. If you’re hosting a wedding reception in a barn in a rural area, guests may reduce their consumption of alcohol or leave early knowing they have to drive back to the hotel. Choosing a closer venue or providing transportation can ensure everyone gets to stay and enjoy themselves as long as they want.
Parking is a huge consideration too! Is there a space provided by the venue for parking, or will attendees have to pay to park in a garage?
If there isn’t a nearby parking lot, or you are planning on hosting an upscale event, consider hiring a local valet parking company.
Having a hard time figuring out which venue would be best for your event? Turn to an event catering company, like Left Coast Catering. Not only do we offer traditional catering services, we also provide venue sourcing services to ensure you find the perfect place to host any gathering, no matter how big or small.
