12 Steps To Finding The Perfect Venue For Any Event
By Renee Jones
It’s party season and finding the perfect venue for an event is not always the easiest task. There are many factors to consider before making the right choice. Here are 12 steps that will help you with this process.
Determining your budget is the most important step when planning any event. When it comes to choosing a venue, setting a budget is an easy way to rule out various spaces. Most venues charge a site fee plus the cost of doing the actual event ( i.e. food, drinks, entertainment etc.) Plan out your entire budget and decide how much you want to spend on the venue.
It’s important to look at the calendar closely to determine the best date for your event. Most venues will need to know the exact date that you are looking at Make sure you keep in mind holidays, school breaks if you are inviting kids, and also any other internal events on your own calendar that may conflict.
Determine Guest Number
How many people are you planning to invite? Venue capacity is key. You don’t want to run the risk of having your guests too spread out or too crowded. In addition, guest number also will increase costs in terms of food and beverage, so be mindful of how many guests you invite. Usually you should expect 80 percent of your guests to show.
Location, Location, Location
What is the best location for your event? How far would your guests have to travel? Map out areas that might be suitable for your event. This way you can also narrow down venues that are located in that area.
As we know timing is everything. Rather your event is in the daytime or nighttime it is important to think about a start and an end time for your event. The venue you choose will also need this information.
Research Different Venues
Once you have determined budget, date, guest number, general locations and time, it is time now to start researching venues. There are various great resources that you can use such as eventup.com or bizbash.com. Also yelp.com is a great resource as well. I would also suggest to also ask your friends if they can suggest any venues. If you are still having trouble locating a venue, you can always seek professional help. Event planners will know of plenty of venues and they probably could save you a lot of research time.
Make Your Choices
Contact the Event Manager
Once you made your top choices, then contact the event manager and schedule a a go see. If you do not get a response within two days, give them a call and speak to someone directly.