As of July 19, England has moved to step four of the roadmap, and we can finally plan and attend events without COVID-19 restrictions! All venues, including nightclubs, are now open and back to regular capacity limits and no mandatory social distancing measures, which is absolute music to our ears! Over summer, venues are encouraged to ask attendees for proof of vaccination, or a negative test result. However, a definitive restriction will be implemented at the end of September meaning nightclubs and other crowded venues will only be allowed to welcome people who have been fully vaccinated. We expressed our thoughts on this in our previous blog.
Since we can start hosting restriction free events again, we thought it’d be a great time to share with you the importance of finding the right venue for your event! The impact that a venue has on an event is astronomical; it can genuinely make or break it. This is why sourcing a venue should be at the top of your to-do list! A lot of the time, the other details can’t even be arranged until the venue has been decided.
The date, time, catering options, and attendee experiences are all affected by your choice of venue. So, here are some guidelines about when to make a decision, what to consider, and how to make sure you’re selecting the best venue for your event.
8 Things to Consider When Choosing an Event Venue:
- Location, location, location
Keep in mind where your guests are coming from. Is the venue easily accessible and easy to find? Do the surroundings of the venue fit with the atmosphere of the event? If you’re looking to hold a relaxed, retreat style event, your best bet is a more secluded venue with calming views!
- Flexibility and layout
A great venue is flexible with their layout offerings, however different layouts can affect capacity limits, so it’s important to know the layouts you require! Be mindful if you’re wanting to change the layout half-way through your event too; does the venue have staff who are able to do this, and do they have an area for guests while the room is being rearranged? It’s important to find out whether your venue can accommodate other requirements too, such as a stage for a keynote speaker, or a red carpet at the entrance!
- Capacity and minimum numbers
First, you need to figure out the maximum number of guests you’re expecting and then ensure your venue can hold that capacity in your desired layout. Venues also tend to have minimum number requirement, meaning that you must bring a certain number of guests or there will be an additional charge if this is not met, so be mindful of this!
- Services and amenities
Our advice is to avoid sourcing additional equipment as this could end up adding multiple unwanted costs! Nowadays, venues are great at offering everything you need under one roof without having to pay additional hire fees. Many places incorporate packages that include music, food, tables, linens, chairs, AV equipment, and staff to set up and clean up, so make sure you do your research properly!
Considering the ambience of a venue is vital to your guests’ experience! Get this wrong and it can throw your whole event off. The ambience or atmosphere of the venue can enhance the quality of your brand, get your guests in the mood, and improve the overall event experience. The two main aspects that impact the atmosphere are music and lighting, so get these right and you can create the perfect atmosphere for your event.
This element is often overlooked when planning an event but can be very crucial to ensure you have sufficient insurance to cover you for if things go wrong, such as a cancellation or supplier going bust. Ensure you know the terms and conditions of your booking before going ahead as this could save you in the long run.
This is a crucial aspect that should always be considered when searching for a venue. Does the venue have adequate accessibility for disabled or impaired guests? Do they have disabled parking? Accessible facilities? Hearing loop assistance? The last thing you want is to exclude anyone from attending your event, so make sure your venue can accommodate everyone’s needs!
- Cost and availability
Finally… cost and availability. These are unquestionably the most important aspects of booking a venue! You’ll almost always have a budget for your event, or at least your venue, so be sure to make sure you’re getting your money’s worth! You also need to find out whether the place is available on your preferred dates, as this is a deal breaker! The cost of hiring a venue can vary depending on the time of year, so think carefully about when you want to hold your event.
Most venues charge an upfront booking fee, or they’ll offer the venue out on a minimum spend per person. Depending on the type of event you’re planning, if food and drinks are included, this will naturally increase the spend per person. Your best bet is to find out whether the venue can cover all of your costs, including equipment, food and drink within your budget!
Now that we’ve highlighted all essential components to finding the right venue for your event, you should be all set to go ahead and book the perfect venue. It can seem quite a daunting task if you’ve never dealt with booking a venue before, so that’s where we come in! We offer a Free Venue Finding Service, meaning we can find the perfect venue for you at no cost!
What are the benefits of using our Free Venue Finding Service?
- Saves you time – We take the time-consuming task of finding the right venue off your shoulders.
- Saves you money – As an agency, we will strive to get you the best rates and we’ll negotiate the best deal for you.
- It’s quick & easy – We prioritise your needs and provide you with a detailed proposal within no time at all.
Click here to fill out our Venue Enquiry Form and we will get started with our venue search as soon as possible!
If you’d like more information on how we can help with your venue and event requirements, email Caitlin at firstname.lastname@example.org