Event Site Layouts and More: How to Choose the Perfect Event Venue
The perfect venue is not just a pretty face, it’s practical and in your price range. There’s no point in splashing out on a lavish ballroom with a capacity of 500 people when your event is for 100 schoolchildren.
While venue planning can be time-consuming, it doesn’t have to be overwhelming. Here are important factors to consider when picking the venue for your next event.
Some venues may charge by the hour or have a fixed fee for the day. Plus, a hire charge will typically be just for the space and won’t include extras like food and drinks, so that’s something to consider in your budget.
Local authority venues will have a number of spaces available for private hire, often at a subsidised rate. Religious organisations are known to hire spaces at a discount, so it might be worth checking them out if your event is suitable. Clubs that are only open to the public during the night can be a steal for daytime events.
Whatever venue you’re considering, it’s important to be realistic and not get too carried away. You may have to compromise on some things to guarantee the necessities are met. Blowing your budget on a room and scrimping on decor, drinks and entertainment will make for a memorable event and not in a good way.
Unless you’re arranging for your guests to be picked up, it’s crucial your venue is in a convenient location. Before signing on the dotted line, check public transport links and on-site parking.
It may even be appreciated by your guests if you send some possible routes and transport options via email. There’s nothing worse than being stranded in a place you’ve never been before.
Parking and Accessibility
If the majority of your guests are driving to the event, parking facilities would be highly appreciated. If not, check if you can reserve a nearby car park for your guests and include the cost in the initial ticket prices.
Accessibility is crucial to ensure everybody can access the venue and its facilities. You’ll need to understand who your guests are and what they require. This can be anything from establishing lift access for disabled attendees to changing the event site layout to facilitate mobility scooters and wheelchairs.
A rule to follow is booking a venue that’s only just able to accommodate your guests. This almost always guarantees a lively atmosphere and looks great for photos on your social media.
A venue that’s too large for your attendees will look like there’s not a great turn out, even if all those invited show up.
Catering and Drinks
Your venue may provide catering services as part of their charge but it’s always important to check if they can accommodate any special dietary requirements your guests may have. This can include gluten intolerance, halal options and vegan.
If your venue is hire fee only, then you’ll have to hire a catering company. Make sure to factor in these costs when deciding your perfect venue.
Once your event site layout has been established, it’s recommended to also create a signage plan. Try walking around the event site like you’re a guest visiting for the first time. What amenities and facilities do they need to know the location of and are all necessary signage like fire exit and first aid clear?
Then there’s also indoor advertising, where your guests can take photos and use hashtags on social media. This will work wonders for event hype. This type of content is invaluable for you and will help advertise your services in the future.
We know how unpredictable the weather can be, especially when planning an event outdoors. However, if your heart is set on an outdoor venue then you have to think of all the possibilities.
It’s best practice to have a ‘rain plan’ just in case the heavens open and you’re left with sodden decorations and equipment. Your venue may have their own version of a rain plan so ask before booking the outside space. It could be something as simple as emergency gazebos.
If you’re placing temporary advertising signs on public land like a footpath outside the venue, you’ll require Council approval. After that, you’ll also need to consider getting planning permission.
Be Inspired By Our Success Stories
With all the factors that go into choosing the right venue, it’s essential you still have fun with it. Creating a memorable experience for your guests will be rewarding when they go to social media to shout about it. Make it easy for them by creating dynamic and compelling banners that they can’t help but snap a picture of.
Take a look at how this visual marketing approach has worked for other event planners. Download and browse our success stories below.