How to Choose the Right Event Venue

If you’re planning on putting on an event – whether it be a corporate training day, a wedding, or anything in between – you’re going to need the right venue if you want it to be a hit. Naturally, there are almost countless things that you need to consider in order to find the right place.

Here at Jaspers Event Hire, we have over 25 years of experience in providing catering equipment and furniture hire for events throughout the UK. We’ve used this experience to put together a quick and fast guide to choosing the right event venue in our latest blog below.

First Things First

To begin with, there are a few things that you should consider before you begin venue-hunting. You should have a timeframe in mind, looking to get the venue booked 4-6 months before the actual event, which allows for planning other variables (catering, travel, accommodation, etcetera).

You will also want to have a guide for budget, timeframe, and size of event before you start looking, as this will help you make better-informed decisions based on fact rather than the individual merit of the venue.

1. Location

an image of a marquee in an outdoor area with picnic tables and parasols organised

Location, of course, is incredibly important for many reasons. It will call into question your visual preferences, but also the accessibility for many of your guests. Ultimately, the weight of these aspects will differ depending on the context, but bear in mind the location of your venue before going ahead and booking it.

2. Capacity

an image of green stadium seating

You’re also going to need to be sure the venue you’re looking at will accommodate the guests you plan on inviting, or you could have some streamlining to do. There are also safety regulations – to do with evacuation in the event of a fire, etc. – that need to be taken into account, so make sure to work with the venue to adhere to these.

Then there is also the matter of food and beverages. If you are looking to have the catering done in-house by the venue you’re choosing, you need to consider if their capacity is going to be enough for the amount of guests you want to invite.

Try to strike the right balance between cosy and comfortable in terms of how many guests you invite in relation to the venue. You don’t want it to be baron, but there is a point when a big turnout becomes unbearable.

3. Layout

an image of a wedding reception venue

Depending on the event, generally concerning weddings and corporate training, you might want to also take into consideration the layout of event spaces you’re looking into. This is to be sure that the layout is right for what you’re trying to achieve – so being sure there is a dancefloor, along with plenty of space for tables surrounding it, if this is what you’re looking for in a wedding reception, for example.

Picture the style of event you’re going for and visualise how you would like this to work throughout the duration of the day, or night. It’s also worth consulting with the venue to see how flexible their rooms and spaces can be, and then decide whether this fits into your plans or if there needs to be a compromise made.

4. Services and Amenities

an image of an event space filled with modern, white chairs and a large projector screen

Beyond the guests and the day’s proceedings, there is the fact of whether a space has the right services and amenities for your requirements. Do you need furniture? Do you need to make use of their on-site kitchen, or are you looking to have the event catered by the venue? How is everything going to be setup and cleaned up? Do they have Wifi and audio-visual equipment? These are all questions you need to be asking yourself, alongside any more that apply to your event.

Oftentimes, as with many things, an event space might be willing to work with you to find the best solution for your needs. This could mean they have a working relationship with local furniture hire companies or caterers, or they have the outlets for audio-visual equipment, it will just need to be supplied by you, for example.

5. Insurance

Regardless of the type of event you’re organising, you’re going to need insurance. This might change dependent on which type of event you’re putting on, but be sure to research the insurance that is required. Try also speaking to the venue you’re working with to see if they have any advice or guidance on what you’re going to need to cover yourself.

6. Cost

Finally, there is the point of the cost. Now that you have gathered an understanding of everything that needs to come together, and hopefully how much each of these aspects will cost, it’s time to calculate whether this will fall into your budget: a budget you should have kept in mind throughout points 1-5.

The venue may be perfect, with all of the fittings and trimmings you require, but if it doesn’t fall into budget it might not be worth your time.

To help bring costs down, try being flexible with the date. If you discuss your openness to be flexible with these things, the venue may be willing to lower the price as there could be certain periods of their season that they see quiet times. This is just one of the reasons why it’s incredibly important to prepare to book an event space very early.

And That’s It

You should, by now, have considered all of the aspects of finding the right venue and have an idea of how to come to an amicable conclusion. In situations such as this, compromise is often a necessity, but if you plan early and follow the six steps we have laid out – along with using your common sense and intuition to fill in the gaps – you should be well on your way to finding the perfect event venue.

Jaspers Event Hire

If you’re putting on an event and require furniture or catering equipment hire, contact us here at Jaspers Event Hire. We have experience working with event organisers in a range of industries, so we are sure to have what you’re looking for.

Call us today on 01582 749966, fill out our handy contact form, or view our products to learn more about what we can do for you.