Did you know that California, Texas, and Florida are the states with the highest number of event planners? As an event planner, it’s so important to know how to find the right event venue.
If you have an event coming up, you may be wondering how to make this a successful event. You want everything to go right!
But you have no idea how to make it happen.
Well, the first step is to find an event venue. Here is everything you need to know as you start that process for planning your event, whether it is a business event or something else!
Determine Your Event Needs
The first thing that you need to do when finding the right event venue is to determine your event needs. What type of event are you planning on having? Is there a specific need for this event?
For instance, what you need in a venue for a wedding is going to be different than what you need in a venue for a business event. Knowing your event needs before you get started with research can save you a lot of time and a lot of headaches.
Here are a few other things to consider before you even start looking for a venue:
- Consider the space you need for the number of attendees you will be having at the event
- Think about the date that you want the event so you know when to check to see if a venue is available
- Determine your budget so that you know what you are working with before you get started looking or make any decisions
- Decide on a general location of where you want your event to take place
Research Venues
Now comes the fun part of event planning! Once you decide your event needs, such as the location, your budget, the date, and how much space you need, you can start the research.
So how do you get started with this part of finding the right venue? You should simply start by searching for venues that match your event needs on a search engine.
For instance, if you want a venue for a lot of people in New Hampshire for a wedding, you could search “large New Hampshire wedding venues.”
You can also ask for recommendations from other people who have hosted events before who you know. This is a great way to find a great venue that is reputable since you are getting a recommendation from someone you know and trust!
You can also use online directories, an event planning website, and even social media platforms to find potential venues that you can use. If you choose to use social media to find a venue, you can search based on location followed by the word “venue” to find one that works for you.
Check Availability
Once you narrow it down to a few venues (probably about three to be safe), you need to check the availability of the venue based on the date that you want.
If none of them are available, you can continue to search for other venues that fit your need. If that doesn’t work, you can look for the next best date that the venues you have already found have available. We recommend the second choice to make things easier for you.
To check their availability, you can give the venues a call or check online to see if they have any online booking tools.
Visit the Venue
Once you have one or two venues narrowed down with the right dates that you want, it is time to visit the venue.
You may want to schedule a visit to the venue to see it in person to get the right feel for it. As great as looking at pictures online can be, it doesn’t give you the whole picture, nor does it give you the feel of how your event will be. Additionally, it will also give you a better idea of the venue size, the layout of the event for decorating and seating purposes, and anything else you have in mind for your event.
When you visit the venue, be sure to bring a notebook and your phone so that you can take pictures to remember how you want to set things up. Jot down anything that comes to mind during the visit as well so that you can remember it when you are planning the event.
Evaluate the Location
When you visit the venue, you should also evaluate the location. You want to make sure that it is easily accessible for your guests so that it is not cumbersome or causes too much annoyance for anyone coming.
This means you need to consider the availability of parking and public transportation for those that do not want to drive to the event. You also need to consider how far away it is from major landmarks and where your guests will be coming from.
If the venue is perfect but there isn’t any parking for your guests, this could be problematic and may be a deal breaker depending on the event you plan to have.
Check the Amenities
When you plan an event at a venue, you don’t want to forget to check the amenities that the venue has. For instance, you could find a beautiful venue and then realize that it doesn’t have the amenities you were looking for.
For instance, if you are looking for a venue for a wedding but they don’t have an extra room for the bride and the bridesmaids to get ready, then you may want to reconsider the venue that you choose.
But there are also many other amenities you need to consider when hosting an event! Here are just a few that you will want to make sure that your venue has:
- Wi-Fi
- Catering
- Tables and chairs
- Linens
- AV equipment
- Dance floor
- Tent
- Bathrooms
There are many different things that your event may need! Knowing what amenities you want a venue to have before you start looking will help you with your search. It will also keep you from wasting time looking at a place that doesn’t have the amenities you are looking for.
Review the Contract
Once you find an event venue that you feel works for your event, it is time to lock it in. You do not want to spend too much time trying to figure out logistics once you find the right one because someone else can swoop in and take the date you want. However, you also do not want to rush.
You need to take your time to review the contract and the fine print for the venue. The last thing you want is to run into an issue after having signed and locked yourself into the venue. Be sure to look at the pricing, payment structure, cancelation policy, and all other terms and conditions of the venue.
Before you sign, ask any last-minute questions so that you can go in with the utmost confidence in the venue you are booking!
Start the Planning Process
Once you find an event venue, your planning is not done! It is just the beginning.
Once you find a venue, you need to start planning your event. This means you should start sending out guest invites as soon as possible to put that date on the calendar. You will also need to talk to catering companies, equipment companies, rental companies for chairs and tables, and any other extras you feel you need for your event.
It is better to have the planning done early so that you are not scrambling at the last minute!
Find the Right Event Venue for Your Next Event
Finding the right event venue is not always an easy task! There is a lot that goes into it to make sure that you find a venue that works for you.
If you are planning an event, you may still feel a bit overwhelmed about everything that goes into planning for it. There are a lot of moving pieces, and you still have everything else going on in your life at the same time!
If that’s the case, you can get your tickets to the Event Planner Expo! You will learn so much at this expo to put into action when it comes time to plan your next event.
We can’t wait to see you at the expo!
