Organising an event? How to select the perfect event venue

When organising an event, selecting the right venue is one of the most important decisions you need to make. 

After all, the venue is the backdrop for your event that sets the tone, dictates the flow, and determines how well it runs.  

How do you select the perfect event venue? There are a few things to consider, and using a good venue finder can make the process much easier.  

So, let’s dive deeper and discuss what to look for when choosing an event venue. 

Are you organising a social gathering, an international conference, a corporate meeting, or a formal dinner party? The type of event always dictates the kind of venue you need to look for, not only in terms of capacity and location but also in terms of style and atmosphere. 

With so many venues to choose from worldwide, selecting the right one can sometimes be overwhelming. But, with the help of the Word on the Street venue finding team, things can get much easier.  

So, take a look at the venue’s existing décor, colours, and lighting; do they fit the theme and the purpose of your event?
For example, if you are organising an event to celebrate business growth and success, you may want to look for an innovative, new, and luxurious venue.  

In terms of capacity, you need to ensure that the venue can accommodate all your guests according to the desired layout. It is essential that all guests are able to move comfortably and in total safety within the event venue.
You definitely do not want to cram too many people together in a small space!

How much of your budget are you allocating to the venue? You must remember that the venue is just one part of your overall event budget. So, you may want to consider this very wisely. 

As we highlighted in our previous blog, ‘Planning an event? The benefits of using an event agency’ one of the benefits of working with an event agency is that they can take care of all the contracts and negotiation processes, helping you to create the perfect event within your budget. 

Are you booking your venue in high or low season? Are you adding any decorations or lights? What are the contract cancellation policies like? These are all questions that an event management company can help you answer when choosing an event venue. 

How easily can you get to the venue? Are there adequate facilities for your needs, and is it strategically located?
The location of the venue can have a significant impact on the success of your event. Because no one wants to sit for hours at the back of a bus to reach an event venue, right?  

If your attendees are flying in from other countries, you may want to choose a venue that is either close to the airport or within a reasonable distance from their hotels.
And if you are considering a venue that is located within a hotel, and, again, depending on the type of event you are planning, you may want to look at the possibility of housing your guests at that same hotel, therefore eliminating their need for further travel. 

So, when choosing the venue, try to understand how easily accessible the location is from various destinations. And do not forget to consider public transport links and parking options.  

Once you have defined the type and programme of the event, you should have a clearer picture of the amenities to be included, such as a stage, technical/audio-visual equipment, decorations, lighting, and catering facilities.
So, you need to check that the venue has everything you need (or is able to respond to your requests) before making your final decision. 

Apart from the facilities, the venue itself can also be a good draw for driving attendance, especially when we are looking at unique and exclusive event venues that can recreate an extraordinary atmosphere. Who wouldn’t want to see the crown jewels on a private tour or participate in the ceremony of the keys at the Tower of London?
Or dine under the watchful eye of some of the greatest works of art at the National Gallery, in Trafalgar Square? And how about planning a reception in the elegant and fascinating State Apartments at Kensington Palace, the official residence of TRH The Duke and Duchess of Cambridge?

By working with an event management company, you can rest assured that nothing is left to chance. When planning an event, event professionals check that every detail and element is carefully assessed to ensure that everything responds to your needs and requests. 
Thanks to their skills and knowledge, event experts can even handle the unexpected. They know how to troubleshoot problems and find solutions on the fly!  

Choosing the perfect venue does not have to be complicated. All you need to do is keep these tips in mind and contact the Word on the Street team for further support!