Choosing the right venue

There are several things to consider when picking an event venue and some things you may not think of. Have a look at our guide before you make a booking, to make sure you get a venue that suits your event

Before you start, consider the purpose of your event, be it a meeting, presentation, awards show, conference or exhibition. Take into account the factors we have listed below and fit them to your event. Think about your must haves and where you can compromise.

Location
Perhaps the most obvious thing to base your selection on is location. If all your attendees are local, pick a nearby venue. However, if your attendees are travelling from all over the country, pick a venue that is easily accessible. This means it should have a carpark. As well as this, the venue needs to be accessible by public transport for those who don’t have cars, but also for sustainability. You should take steps to lower the carbon impact of any event you hold and one of the best ways to do this is to encourage people to travel by public transport.
    
If you are expecting guests from abroad, your venue needs to be near the airport. If guests will be staying overnight, pick a venue near accommodation. Also, if the event will run for a few days, are there things to do and places to eat in the local area?
    
Is it important for the venue to be in a nice area with nice views or is it more important that it is easy to get to?
    
Will attendees be able to pop out to make a call or go down the road to get lunch?
    
If your guests are coming from around the country, remember to look outside of London and the southeast. There are many venues in the north and midlands which could suit your needs.
    
Think about what sort of venue would encourage people to attend – beach, football stadium maybe?

Capacities and minimums
While venues have a maximum capacity, many also likely have a minimum capacity. Plan carefully around how many people you expect to attend. If you have too few to fill the space, your event will feel empty. However, maximum capacities are there for safety reasons and must be adhered to.

Contract flexibility and force majeure
Have a look at the flexibility of the contract on offer. For small events, can you rearrange if someone is sick? For large events, will you be able to cancel if there is bad weather or strike action and the event can no longer take place?

Services and amenities
Think about what services will need to be provided. Will you need catering? Is the catering affordable, sustainable and suitable for different dietary requirements? Will the venue provide furniture, or will you have to source this yourself? Does the venue provide a set-up and cleaning up service or will you have to take care of this yourself? Is security provided, and if so, to what extent?

Layout
Consider the layout of each venue. If it is a large event with breakout meetings or talks, will people be able to find the breakout rooms easily? It is important that people are able to travel quickly and safely between rooms if they are attending one talk after the other. Think about how and where “traffic” may build up. Think about where to place any attractions that will attract large crowds, so they don’t cause blockages.

Ambience and acoustics
For large events, it is important to visit the venue beforehand. Think about the acoustics. For talks, it is important that sound travels well and does not echo. If you will be hosting a networking event, it is important that people don’t have to shout over each other to be heard. Check the venue meets the style of the event you are putting on. For example, if you are hosting a tech event, pick a modern venue, for a drinks reception, pick a stylish venue.

Date and season
Of course, it is important to consider the date and season of your event. Remember the weather will be a factor, so think carefully before booking an outdoor venue. If you do book an outdoor venue, make sure there is a plan B! Bad weather in the winter may affect people’s ability to attend, but having an event in August may mean people are on holiday. Think about the day of the week, maybe the venue is cheaper on a Monday.

Wi-Fi and technology
Wi-Fi is a given at most venues nowadays, but consider what other technology you may need. This could be audiovisual equipment, such as mics, speakers or overhead projectors. When visiting the venue, check how good the Wi-Fi is – this is important if people need to access the internet for a presentation, or dial into a call.

Staff
Consider the staff you interact with when researching and booking your venue. Are they polite, friendly and helpful? Remember these people will likely be interacting with your guests on the day of the event and will have an impact on how your event goes. Also make sure you know who your go-to contact is on the day in case any problems arise!

Sustainability and values
Consider the sustainability and values of the venue, and check they align with what you are trying to promote. Do they donate takings to charity? Do they donate leftover food and materials? For example, if you are holding an event promoting sustainability, don’t pick a venue that doesn’t recycle.

Cost
Last but not least comes cost. Do your research and make sure you are getting value for money. There is no point paying over the going rate for the same service you could get elsewhere. On the other hand, if a venue if surprisingly cheap, you may be missing out on something.
    
Remember the venue cannot take up all of your budget, there will be other costs too including food, signage and supplies.
    
When choosing a venue, consider the aspects listed above. Think about what is most important to have and where you can compromise. The right venue can be the making of your event.