The perfect venue for your next special event is possible to find! Here are three reasons why finding that right location is so crucial (and ways to help you find it!).
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#1: The Perfect Venue will Create a Great Atmosphere for Your Guests.
A great location can make or break your event. You want to make sure you choose an event space where you can great an enjoyable atmosphere for your guests. Look for some things in the space where you can create the right ambiance for your event.
Size is very important. If you choose a location that is too small, your guests will most likely feel uncomfortable. If you choose a location that is too big, your guests will feel awkward. Not only that, your event will feel like a failure even if it's not. The size of the room is very important. Make sure to have an estimated number of guests when searching so you can make a good guess as to how big the room should be.
Based on what type of event you are having will determine what style of venue you are looking for. You will want to create a mood or vibe so make sure the space you choose can do that. Will you need certain lighting? Will you need certain furniture or decor? Make sure to ask that before you sign a contract. Some venues will allow you to bring in outside items as well.
Does the perfect venue have photo opportunities? Yes!!! Make sure the spot you choose has a ton of places where people can take pictures. This will add on to your event so people want to document the day and share on social media. Especially if this is a work or promotional event, you will want people to spread the news!
#2: A Great Location will Save You a Lot of Head Aches (and Money!!!)
There are so many things that need to be purchased for any event you throw. The location will most likely be your biggest ticket item. However, choosing a great venue will save you a many head aches and even cash later down the line.
If you go cheap on the venue, most likely you will have to pay more for balloons, decor, furniture rentals, etc. If you choose the perfect venue, you may not even need to purchase any of those extra items! There are many spots where you can enter as is and it is great for an event. Those are the ones you are searching for!
Some locations will have different packages available. Whatever you choose, make sure the spot has everything you need for your big day. If a venue comes with 'everything' make sure to ask what that includes. Some locations will include furniture, tables, chairs, etc. Some venues will include add-ons for special things like live streaming or Gobo Light features.
Here are some good questions to ask an event staff that many people forget:
- Is parking available?
- Is there an option for valet?
- Can I bring in my own decorations?
- Are balloons allowed?
- Can I bring in my own vendors?
- How long do I have to set up/tear down?
#3: A Good Venue comes with an Excellent Team.
A great venue will always come with a great team. Find out ahead of time who from the venue staff will be on site with you on the day of your event. Most excellent venues will have a team of people at your event to help it be a successful night. Make sure to ask those questions ahead of time.
Here are some typical team members from a venue staff:
- On-Site Coordinator
- AV Technician
- Security
- Cleaning Team
Some venues will come with a caterer and serving staff; however, never assume anything comes with the venue. Always ask ahead of time before you sign a contract so you are not surprised later.
We hope this article helps you find the perfect venue for your next event! Here is another great article for you to check out. Happy planning!
Frequently Asked Questions:
Q: How far in advance should I plan to find the perfect venue for my event?
A: The earlier you book your venue the more options for dates will be available. We recommend booking at least 6 months in advance.
Q: Do most venues require some kind of non-refundable security deposit to book the location?
A: Yes. Most venues will require you to put down a certain amount to book a date. Even though it is nonrefundable, most venues will allow you to change the date if needed.