Tips to choose a picture perfect event venue
Admit it. We all look forward to having that Pinterest worthy event venue. A lot of other elements of the event depends on the venue such as the theme, seating, food preparations etc.
Firstly, we recommend you have the outlook of the event mapped out. What you want your event to look like. Not just a theme but what do you really want the overall look to be like.
From there onwards it’s pick and choose. Let’s get to what you consider.
- Budget
Sorry Jessie but sometimes, it really is about the price tag. So, have an approximate and very importantly a realistic figure on how much you can spend on each category. We suggest you keep a little extra for the venue. Some venues are almost the same in outlook but vary in prices so make sure to choose the place that fits your numbers.
2. Theme
Consider your theme for the event when choosing a venue. A Hawaiian theme party would look better at an outdoor setting just like a Masquerade party theme would fir better in a indoor setup.
3. Location
Again very important. You might want to go all out and do a destination party but where are your guests from? Always consider the convenience of your guests. Access to the venue ought to be simple, convenient, and available for the duration of the event. You may likewise have to check whether there’s onsite parking or valet service available.
4. Date & Season
We cannot stress on this enough, do not ever start planning an event without a couple of date options in mind. Climate changes are bizarre these days which is why you should have a plan B, if you plan on doing risky events like outdoor parties without marquees.
Also remember, peek seasons cost more and are hard to reserve. Consider booking ahead, always.
5. Capacity
How many are attending? What is the setting? Do you want everyone to be seated at the same time? would be some ideal questions you answer when deciding the capacity. Don’t overpack or have a sit down dinner with less seating.
There are some work-arounds at time, for an instance if your venue cannot accommodate the number of guests you require in round tables, try having long tables. We think it looks much cooler and honestly, get’s everyone to interact more.
You could also try using divans and cocktail tables at casual events so that all guests will not be seated at the same time which will help you reduce space.
6. Layout
We strongly suggest you visit the venue at least once before you decide the layout plan. Get the sizes and openings and blocking pillars at venues, these will come in really handy when you do your placements. Don’t plan to have a six piece band when you don’t have space to put up a sufficient stage or have the best DJ booked with a really small dance floor. I mean, we have to give enough space for everyone to try out their TikTok dance routines now.
7. Catering
FOOD FOOD FOOD!! Always comes down to this. So what should you know? If it’s a hotel, they will most probably have their own catering. If not, you need to make sure you are able to bring in catering and booze. If the venue is able to provide external catering vendors, we suggest you go with them unless you know you won’t enjoy their food.
Say it’s an event at the beach, where are you going to layout your catering, do you have to organize tables and what not are very important questions.
8. Services & other facilities
Key is to pen down what you require from the venue and then check if they are able to meet them. Things like,
- Parking space/ valet parking
- Restrictions on closing times
- Corkage and extra hourly charges
- Availability of service entrances
To wrap things up, we suggest you take all little details in writing when coordinating with the venues. The last thing you want is to have catering without a place to set up, only to remember you did not convey you required extra tables.
We leave you on that note.
Happy Planning!
