There are so many questions that we have when it comes to finding the right venue. A lot of it boils down to, “What is the right space for my event?” There’s a lot to evaluate, like what you can find here. It’s almost overwhelming! To make things easier, let’s narrow it down to a few key areas that are going to help you start the process and take care of some of your worries.
Style and Space
What’s the number one thing that you are going to worry about when it comes to an event? The amount of space and the way everything looks! Yes, you can cover certain things like small damages with plants, peel-off decorations, or curtains, but you can’t fix the style or amount of space that you have.
This is something that you can take care of very quickly and effectively by going and physically seeing a venue. Venue websites generally post their best photos and do not show anything that might dim your idea of the event location. This isn’t underhanded, it’s normal! You always want to put your best foot forward, and so do they. So put your best foot forward, too, and make sure you do a physical walkthrough of the venues you are thinking about.
Fees and Insurance
You may not think about this part right away because generally, that’s included in all of the paperwork at the end of choosing your venue. But because you are probably working with a budget, you may want to ask about this ahead of time. There can be hidden drink fees, additional insurance that you will need to take care of, or there’s the best-case scenario: the venue handles all of it and narrows down what you need to know.
Part of the best-case scenario is also that the venue is straightforward and up front about all of the fees and insurance right away, so that you are aware of what is going on when you go to see the venue. Definitely check the website or call ahead to see if there are any additional fees.
Staffing and Accessibility
One of the hardest things to do for an event is staffing it. Unless you have a team ready to go and hop into their designated role, you’re somewhat left in the boat without a paddle. Staffing your event takes attention to detail, and having staff who know the venue can be incredibly helpful for both you and your guests. If the venue doesn’t provide staffing, that tells you right away that you are going to have to have a layout debrief with the team that you bring in.
The second part of this is perhaps one of the most important: accessibility. What kind of non-trip surfaces are available? Is there additional seating available? Is the building up to code with the ADA (Americans with Disabilities Act)? Are bathrooms accessible for guests? These are only some of the questions that you need to ask when it comes to your guests. Additionally, you may have to double-check accessibility again after sending out an RSVP survey to see if your guests need additional accommodations. Just something to watch for!
Production and Lighting
While this is not as necessary in smaller venues, it is definitely necessary for bigger events with larger hallways and differing acoustics. This is where you need professionals or semi-professionals who have a good ear for audio, and a team in production and lighting who can make sure that the atmosphere is the way that you want it to be.
Now, the venue may provide lighting options, audio options, and even teams to run these different facets of an event. This can be a part of your contract, or it could be an additional contract with a separate team. Be ready to ask about these elements and if there are employees who can run each facet.
Rules and Drinks
Last, but not at all least, rules for the venue are extremely important to honor as you go about planning your event. Rules regarding how the venue is treated, the number of guests, and more are all important to the event’s success. Play by the rules, don’t bend them, and make sure that you can follow them!
Another rule that many events have to be careful with is the sale or consumption of alcohol. This is a great guide to follow or peruse to make sure that you are aware of some of the potential rules that you may run into when it comes to dealing with alcohol at a venue. Remember, alcohol is not necessary: it is a nice addition to an adult event.
Let’s Review
All of these tips on what to look for in a venue and what to watch out for are very helpful as long as you take it step by step. Don’t rush the process and pay special attention to your venue. Respect the rules and remember, get ready to have some fun with the next step, decorating!
