What are the best practices for selecting event venues?

1 Know your goals and audience

Before you start looking for venues, you need to have a clear idea of what you want to achieve with your event and who you want to attract. What is the purpose, theme, and format of your event? How many people do you expect to attend? What are their preferences, needs, and expectations? Knowing your goals and audience will help you narrow down your options and select a venue that matches your vision and meets your attendees' needs.

2 Consider the location and accessibility

The location of your venue is crucial for the success of your event. You want to choose a venue that is convenient, safe, and accessible for your attendees. Consider factors such as distance, traffic, parking, public transportation, and accommodation options. You also want to check the accessibility of the venue for people with disabilities, special needs, or dietary restrictions. Make sure the venue has adequate facilities, equipment, and staff to accommodate your attendees and your event requirements.

3 Compare the costs and benefits

The cost of the venue is one of the biggest expenses in your event budget. You want to find a venue that offers the best value for your money and fits within your budget. Compare the costs and benefits of different venues and negotiate the best deal possible. Ask about the rental fees, deposits, cancellation policies, and hidden charges. Find out what is included and what is extra in the venue package. For example, does the venue provide catering, audiovisual, furniture, security, or cleaning services? If not, how much will you have to pay for these services from external vendors?

4 Visit the venue in person

One of the best ways to evaluate a venue is to visit it in person. You can get a feel for the space, the ambiance, and the layout. You can also inspect the condition, cleanliness, and functionality of the venue. You can meet the venue manager and staff and ask them any questions you have. You can also test the equipment, the lighting, the sound, and the internet connection. Visiting the venue in person will help you avoid any unpleasant surprises and ensure that the venue meets your expectations and standards.

5 Get feedback and reviews

Another way to assess a venue is to get feedback and reviews from previous clients, attendees, or peers. You can ask for references, testimonials, or ratings from the venue manager or look for online reviews on social media, websites, or blogs. You can also attend other events at the venue or ask other event planners for their opinions and experiences. Getting feedback and reviews will help you gain insights, tips, and recommendations from different perspectives and sources.

6 Book early and confirm details

Finally, once you have found your ideal venue, you want to book it early and confirm all the details. Booking early will help you secure your date, avoid price increases, and have more time to plan and prepare. Confirming all the details will help you avoid any misunderstandings, errors, or changes. You want to have a written contract that outlines the terms and conditions of the venue rental, the services provided, the payment schedule, and the cancellation policy. You also want to communicate regularly with the venue manager and staff and update them on any changes or requests.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?