Are you organising an event? One of the first steps to include on your to-do list is finding a venue! As a central element of your event, choosing the right venue should be carefully considered based on your objectives, vision, the number of attendees, and the type of event you are planning.
Here are the five key steps to choosing the perfect venue for your event.
Summary
1. Manage your budget
When selecting your event venue, ensure that it fits within the budget you have set in advance. If you are planning to organise an event with little to no budget, securing sponsorship can be highly beneficial.
Next, consider whether you will be hiring the entire venue or just a specific space.
Here are some additional questions to ask yourself:
- How many people will be attending?
- Do you want to include entertainment or activities?
- What equipment will be required?
- Will you need catering and/or drinks?
All these factors should be listed to obtain a quote from the venue owner or manager. Regardless of whether your event is large or small, planning ahead is crucial: outline your needs early, visit potential venues, compare options, define the expected number of attendees, and clarify the event’s objectives and the experience you want to create.
Plan your budget carefully and always have a backup plan! Unexpected incidents, cancellations, date changes, or bad weather can all occur.
2. Create your guest list
Your choice of venue will, of course, depend on the number of attendees. The space must be suitable for the expected number of guests, and the venue’s capacity should be taken into account.
For smaller gatherings, you can opt for a cosy, unique, or intimate setting such as a restaurant, café, or coworking space.
For larger events like a conference, a student party, or a concert, finding the right venue is crucial and can be more challenging. You’ll need a space that can comfortably accommodate a large crowd. If the weather allows, an outdoor area might be a great option. Alternatively, you can check with local authorities for available public venues such as cultural spaces, conference halls, or exhibition centres.
However, be cautious not to book a venue that is too large, as this can create an empty atmosphere even if attendance is high.
3. Consider the event type, date, and duration
The type of event, its date, and timing are key factors in selecting the right venue. A morning event requires a different setting from an evening one. When booking, be sure to specify the required time slot, including setup and takedown.
Whether you’re looking for a café, loft, meeting room, cultural space, bar, club, or concert hall, the choice will depend on your preferred atmosphere, the experience you want to create, and the nature of your event—be it a concert, business gathering, social event, or workshop.
To choose the right date, check the availability of shortlisted venues and consider sending an email invitation with a survey to find out which date suits your guests best. If your event lasts multiple days, you may also need to arrange accommodation options for attendees.
4. Think about logistics
Accessibility and venue layout are key factors in your decision. Depending on your event, you may need different areas for various activities. A presentation, for example, requires seating and a screen, while a cocktail party needs an open space where guests can move around freely.
The availability of on-site furniture is another important consideration—it is often easier to use what is already provided. If your event takes place in warmer months, an outdoor space may be an advantage, providing a fresh-air area or a designated smoking section.
Accessibility is crucial—choose a venue based on key criteria such as parking availability, disabled access, multiple entry points, and emergency exits. If you expect guests from outside the area, consider a venue with good transport links, such as proximity to train stations, airports, or public transport.
For a large party or professional event (team building, afterwork gathering, seminar, etc.), also consider the return journey to make it as smooth and convenient as possible for your guests. These services can be included in your online ticketing system or registration platform: participants can purchase their ticket and then add a transport option, or choose a specific package that includes both entry and transport.
5. Venue ideas for your event
If you’re looking for a unique or unexpected venue, stay informed about the latest trends. Pop-up venues are becoming increasingly popular, and alternative spaces such as co-meeting hubs, lofts, and private apartments can be rented for special occasions.
Unique venue ideas for your event:
- A rooftop
- A restaurant
- A boat venue
- A cocktail bar
- A museum
- A party bus
- A garden
- And more…
Once you’ve secured the perfect venue, it’s time to start selling tickets! Weezevent offers solutions for online ticketing, access control, cashless payments, and marketing & CRM tools.
