Choosing a venue for your occasion is one the most important parts of the event planning process. There are so many options to pick from; all different sizes, prices, and locations. There are plenty of conventional venues that work for conferences and business meetings, but for more casual or experiential events you can get creative!
Ballrooms, barns, basements, backyards, are BLAH. There are so many more creative spaces to host events. No matter where you live, there are spaces available that will make your event memorable.
AVVAY is a great site to find unique spaces in your area that are ready to rent. They offer everything from galleries to rehearsal spaces to individual desks.
Define your brand before determining the venue. Select a space that will fit your event goals. How many people are attending? What is the attire? Will there be live entertainment? What do you want to accomplish by throwing this get-together? Know the answers to these questions will help you know what kind of space you’re looking for.
If you’re only expecting 50–100 people at your space choose something intimate. Avoid venues with separate rooms so as not to make it seem smaller than it is. Choose a space with one gathering area to bring your audience together. If you’re expecting 500+ people at an event consider an indoor/outdoor combo. Pick a space where people can move about and venture to a different area of the venue so they do not feel restricted. If there are bars or food tables space them far away from one another to split people up and have less lines.
What will people be wearing? If it is a casual event and no specific attire is required then make sure the décor reflects that. No need for draping, exquisite lighting, or champagne. Instead go for a fun activities at the event like a photo booth or yard games. If the event is black tie however, little details are much more important. You probably want to stay away from an outdoor venue so weather is not an issue. Imagine ladies in heels stepping in mud puddles or men in suits sweating from the heat — keep it cool inside. Also it is smart to have a professional photographer at formal events because people want to remember events when they were dressed up!
Will there be any live entertainment? This is a huge factor when booking a venue. If you plan to have a band, booking at a venue with sound equipment in house will relieve you of so much future stress. Talk to the venue about what sound gear they have and if they charge a fee to use it. Some bands have their own equipment but it is always easier to use the venues. Do you have an idea of where the band will go? Is there a stage or area of the room where they can perform? Is there a place where people can watch or dance to the artist or will it be background music only? What type of music will it be and does that match your brand? Lastly something to consider with live music is sound ordinances. If your venue is outside make sure it isn’t in a neighborhood where people will get upset if the music is playing past 11:01pm.
A few more things to consider: parking, location, and date. Make sure there is plenty of parking for your event. If there isn’t, provide valet or inform the guests to Uber beforehand. The location of the venue is vital in determining if your guests will come or not. If it is 30 minutes out of town and they have to brave traffic, they might not want to attend. If it is downtown during other big events they might not want to attend. Just be sure to communicate directions and parking options before the day of your shindig.
Choosing a venue does not have to be difficult — it should be fun! It is your opportunity to really be creative and show your guests how much thought you have put into this event!
