Planning an event is so much fun, but sometimes the difficult part is finding the perfect location. The venue determines the mood, affects logistics, and ensures that your guests have a memorable experience.
Here are a few easy steps to guide you through choosing the ideal spot, with some handy tips to make your search even more accessible for your event.
Purpose of the event
Each event has an objective, and the objective alone will dictate where the function should take place. Is it a corporate gala, product launch, fundraiser, or wedding? The objective will thus determine what type of function venue you require.
To illustrate this:
- Corporate gatherings need a formal atmosphere
- Conference centres or business hotels.
- Weddings and other social functions are perfect with scenic venues like gardens or historical mansions.
Consider accessibility
Think about where your guests are coming from. Are most local, or are some travelling from out of town? Make sure to check the venue’s accessibility and the ease with which your guests can reach it. Accessibility can make or break an event, especially when it involves long distances or complicated routes for many guests to travel.
Consider venues close to main transport links, such as train stations, airports, and bus stops, and locations that provide free parking for those driving.
| 💡 Bonus tip: If parking is limited, check for nearby public parking or suggest guests take public transport. |
Check venue services and facilities
Many venues provide services that include catering, furniture, and AV equipment systems. Again, not all are created equal, and some venues might not provide everything. For example, in case the venue does not provide AV equipment, it may be necessary to consider external AV equipment providers to ensure you have quality sound, light, and presentation equipment.
Make sure the venue offers the following:
- Ask if Wi-Fi is included in the price since some places charge extra for it.
- Make sure all presentations and video displays are smooth.
- Catering services so guests enjoy fine dining.
- Accessible to everyone, including people with disabilities.
Guest count
Guest count is essential! A room that’s too small will feel cramped, while a too-large space might feel empty. Many venues also have minimum guest requirements, meaning you may need to have a certain number of attendees to book the space.
Guest numbers determine much detail in a space: seating, catering, parking, and many other elements. Most places have safety measures in terms of number, so you should look at a place big enough to contain your people but not too large so that it’s either not comfortable or too loose. Estimate how many people are coming over beforehand so there aren’t any last-minute surprises. Be sure to ask each detail!
| 🎯 Quick Example: A small number of attendees is perfect for boutique spaces or private dining rooms. Large events take place in hotels or exhibition halls, where there is a lot of open space. |
Check weather preparedness (especially in the UK)
Hosting the outdoor event in the UK may require weatherproofing of such an event. Majority, if not all, venues available tend to have an aspect with marquees or full area coverage. The organisation, together with your hosting place, should take contingency measures with any changes in weather occurrence.
Budget and hidden cost
Create a budget and stick to it! Budgeting beforehand will help you narrow down your choice. Venues vary in price, location, season, and services offered. Never forget to ask about additional costs for setup fees or overtime so you won’t be surprised.
| 🎯 Quick Fact: Book venues for off-peak hours, often between weekdays, to sometimes receive up to 30% discounts. |
Check layout (consider the flow)
You must think about how your event will flow. Do you want to have a stage or a breakout room and then an open networking space? Some events need the possibility of changing up a lot, so it makes sense to find out whether a venue can do such setups for you. If this is a big event, soundproofing between the rooms would be great as it minimises interference in a meeting or discussion being conducted in another room.
| Did You Know? Multi-formatted venues save you time and money because you will not have to book a different room. |
Focus on your event goals
Every event has an agenda. Is it to attract clients, mark a milestone, or raise funds? Choose a venue that aids your cause.
Locate a venue appropriate for your brand as well as that for your audience.
Your venue will depict your personality in the kind of events and brands it presents, so think about how the overall style and ambience for such an event are intended.
Dig a little into the venue’s reputation. Do some research on reviews by previous clients, or try social media for an insight into the general service and reliability of the venue as well as the general ambience.
Visitation in person
Pictures online only tell part of the story. You will be able to check the size, comfort, lighting, layout, and overall suitability when you visit in person. You will also have the opportunity to discuss specifics with the venue staff to ensure it meets all your requirements.
Make your event shine with premium AV equipment
Whether you choose the UK or elsewhere as the venue, the finest quality of AV equipment can really determine the success of any event.
We at AV Productions make a difference in our audiovisual solutions in the United Kingdom. From high-class sound systems and colourful LED screens to lively lighting solutions, we have everything to make your occasion memorable.
Get in touch today to see how our AV equipment hire can bring your event that extra aesthetic and professional level.
