When you have an event to plan, choosing the perfect venue is at the top of your to-do list. The first thing you should do is get online and see the venue in your area that catches your attention. When you create a list of venues that you love, plan to visit them with our checklist below in hand to help you determine which one will be the perfect fit for your event.
What Is Your Event?
While this may seem obvious, every event is different and has different requirements. Things like the type of event, how many people will be attending, and if there is a detailed event schedule, can help you narrow down your venue options.
What Is The Capacity?
Despite how attractive or affordable your venue is, if it is unable to accommodate the needs of your event then all of that is void. Capacity includes: guest seating, audio/visual needs, and back of house services.
Where Is It Located?
Location is extremely important and can dramatically impact your event. Considering the distance that your guests/attendees will have to travel will help you in the venue elimination process.
What Is Their Reputation?
To ensure that your event runs smoothly, it’s always best to choose a reputable venue. Make sure you do your research and read online reviews from previous clients to get a good overall picture of the venue’s processes and commitment to customer satisfaction.
Consider The Value
Budgets are the best way to control event costs. Make sure that you are diligent in accounting for all of your expenses, by confirming rental fees, and what costs will be applied to your suppliers. When you get those numbers, you can compare them to your budget and determine what things you are able to negotiate or cut out altogether.
Can the venue fit the needs of the event? You may want to consider scheduling a site inspection to determine whether the venue is a good fit and meets your expectations.
Does that venue have ramps and wheelchair accessible washrooms/elevators? Does it have a loading dock or an appropriate alternative?
Does It Have Appropriate Amenities?
If you will have food prepared at the venue, you’ll want to make sure they have a full kitchen that is fully operational.
You want to inquire about whether the venue books more than one event at the same time as that would require other logistical arrangements to be put in place, which include accessibility to parking and washrooms.
You’ll want to make sure that the venue has a focus on customer services. Having someone on site who is familiar with the venue’s processes can make a world of difference.