Whatever the function, the venue is one of
the most important aspects of the whole day. No matter what else you might have
planned, if the venue isn’t up to standard, or isn’t right for your event, then
it’s unlikely to be a success. Finding the perfect venue can be tough, which is
why we’ve put together a to-do list of exactly how you should go about it.
Start Looking Early
If you are on the search for the perfect
venue, the key is to get on the ball as soon as you can. The more time you give
yourself, the more options will still be available, and the more relaxed you can
be. There’s nothing worse that hiring the first venue that’s offered just because
your date has been snapped up everywhere else. If you know that you are looking
a date in a busy season such as the summer months, this is even more reason to
start looking early, as these venues can get booked up a year in advance. If it’s
for a wedding, you’ll need to be looking at least two years before the big day!
Location
You might have found a venue that you’ve
fallen in love with, but if everyone going to your function has to travel a
long way, or it’s not accessible by public transport, you might have to rethink.
It will be hard to get people to attend if it is far out of town unless you are
arranging all of the transport as well. If it is located centrally, consider
traffic and how long it will still take people to get there. This should be
noted in invitations, so everyone knows when they need to leave by.
Layout
The type of function that you are hosting
will decide the layout that will work best for you. If it is a family event,
you don’t want people to be split up too much, you want them to be able to gather
round a central area. If you are hosting a range of activities and expect a large
number of people, you will need separate areas for all of these You’ll also need
to ensure that there will be no risk of a bottleneck of people all trying to
get to one place. It’s never to early to start considering the layout of the
space, as you don’t want to realise that it doesn’t work after you’ve booked.
Aesthetic
The type of event you are hosting will have
its own aesthetic, and you want your venue to be able to reflect that. While
you might be going for a more unusual look by hiring a unique venue in London,
it still needs to create the ambience that you desire for the day. While
meetings can be held in creative spaces, you can go too far. CEOs aren’t going
to want to sit on beanbags discussing their budget for the year.
Visit in Person
Pictures can only do so much, which is why
it is imperative that you visit the location in person. The photos might have
looked one way, but actually getting into a venue is when you will get a true
feel for it. You will have the chance to inspect the layout, ask questions, and
see if it really is the venue for you. Don’t be afraid to check out multiple
venues and take your time, comparing venues to one another can help you land on
the one that is just right.
Facilities
While it may look amazing, if your venue
doesn’t have the facilities that you need, it’s not going to work out.
Facilities that you need to consider are:
Parking
Is there space for everyone who wants to
go? If not, what parking facilities are available nearby? Not everyone will
want to rely on public transport, so if there’s not enough parking, your guests
won’t be happy.
Amenities
Expecting a big crowd? There’s nothing
worse than a long queue for the bathrooms, so there needs to be enough that
everyone will be happy.
Tech
Are there going to be presentations at your
event? If so, there needs to be adequate technology for them to be able to set
up. It’s best to get an expert in to check this out, particularly if you are
playing videos or setting up a screen.
Capacity and Costs
How many people does the venue comfortably
hold? If you are going to be near the maximum of this, you might want to consider
a larger venue. No one wants to be cramped, and more room is better. At the
same time, you want to avoid your function feeling empty. If there aren’t
enough people in the room, the function will look like you expected more to
turn up.
Ask the venue what costs are included with
the booking, and what other fees you might entail with them by hosting your
function there. Prices need to be within your budget, so don’t view anywhere that
you know is going to be out of your reach.
Do You Need Catering?
Catering is an important part of any
function, and many venues have their own in-house caterers, which can make the
whole day run more smoothly. If you do need to invite outside caterers in, ensure
that the venue has the facilities to deal with this. Do they have a kitchen
onsite at all? Are they used to having caterers in the building? These are all
questions that you need to ask.
Don’t be afraid to go into a venue with a
list of questions or email them to a vendor. They want their venue to be the
perfect one for you and will be happy to answer anything. After all, they’ll be
used to it! Give yourself plenty of time to view different venues and consider
the benefits of each before making your decision.
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