Sometimes you know exactly where you want to have your event held, it’s a no brainer, it’s not up for discussion.

Other times, the hunt is on!

Where to look?

What’s the cost?

What should I be looking out for?

Can this work based on what I want to do?

We do this for a living and trust us when we say it’s not always easy pickings when having to select a venue for our client’s events.

 

 

A couple factors are always up for consideration when choosing an event/wedding venue, so in no particular order here goes!

1. Know how many persons you intend to host.

   All venues have a capacity based on the seating style – banquet, theatre, etc. Below is a chart showing the options, not withstanding a combination of any of styles can be used. This information will therefore be needed in short listing your venues.

2. Where do you need the venue to be located (geographically).

Is it important to be centralised based on where your guests are coming from or in close proximity to where another part of the event is taking place (eg. ceremony & reception for a wedding; or main event and an after party). This is another criteria that you will need to consider

3. Do we really need to mention the ‘B’ word? Know your budget for the event.

Hotels vs Event Halls vs School Halls vs Community Centres vs… We’re sure you see where we’re going with this. Hosting your event at a hotel will automatically come with catering and bar which usually works out to be considerably more than if you were to use another option and book those separately. With hotels however the need for other things will be eliminated or reduced.

It is important to be clear on what the venue providing you with, as this will rule out other cost areas – tables, chairs, sound systems, stage etc and help you make a decision based on your budget.

4. Is there a particular theme/look and feel you’ll like to work with?

Venues are the canvas on which you paint the details of your event. They can help to tell the story in their natural state or provide the perfect canvas for your decorator to work their magic! Granted any venue can be transformed (as your budget will allow), hosting your event in a castle will be perfect for a Royal theme, outdoors (amongst nature) for a rustic theme, a sporting venue for a sporting theme, at the zoo for a safari theme (yea the kids will love a birthday party there!). Don’t be afraid to think outside the box when it comes to your venue.

5. Know what is required to execute the details of your event.

A full day conference with lunch probably shouldn’t be held in an amphitheater – an open room with a banquet setting will be more suitable.
A full live band will have better acoustics with an indoor venue than outdoor.
Need a separate room for special guests to use during the event? Does the venue have this facility or can it be created within the existing space?

It’s important to have an idea of the content/agenda of your event in considering your options.

UPDATE:

In light of the Covid-19 pandemic, it is important to ask the following of your venue when considering them:

1. What safety/sanitization measures have you put in place for attendees before entering?
2. What is your minimum time between bookings to facilitate you cleaning and preparing your venue?
3. Are cleaning services (if included in the cost), provided during the event to assist in sanitising surfaces?
4. Do you now have new maximum capacity for your venue?

Your guests actually attending will appreciate and feel safer if there are visual measures in place to help ensure their safety.

We don’t want to keep you reading forever but hope that this information was helpful. Let us know in the comments if it was and if you have any questions, feel free to contact us via the button below.