Event Venue Selection: Choosing the Perfect Location

There are so many decisions to be made when planning and organising an event. We think one of them is more important than any other. You guessed it. Your venue is one of the most crucial decisions in the event planning process. The venue sets the stage for your event and influences everything you do, from logistics to attendee experience. Whether you’re organising a wedding, corporate gathering, or community festival, finding the perfect location can elevate your event and ensure its success. This is The Perfect Events Group guide to help you navigate the process of choosing the ideal venue.

1. Understand Your Event’s Purpose

Before you start scouting venues, you need to know your why. You must define the core purpose of your event. Is it to raise money? Is it to give back to the community? Is it to educate or entertain? Once you know the purpose, you should be able to easily answer the following:

• Is this a formal or informal occasion?
• What tone or atmosphere should the venue convey?
• How many guests are expected?

Understanding your event’s goals and audience will help narrow down venue options that align with your vision. You’re not holding a gala dinner on a football field or in a small conference room.

2. Location and Accessibility

The venue’s location plays a significant role in attendee satisfaction. Your guest experience is crucial to the success of your event so we strongly recommend selecting a venue that will work for your audience. 

Choose a venue that is:

• Conveniently located: Easily accessible by public transport or major roads.
• Accommodating for guests: Close to hotels, parking facilities, or airports if needed.
• Suitable for your audience: Consider whether the location suits your attendees’ demographics and preferences.

For virtual or hybrid events, ensure the venue is equipped with reliable technology and connectivity for live streaming. Some events can require a lot from their venues, while others don’t have as many requirements. We’ve produced events that have required its location to be child-friendly, enclosed, outdoors, level grounded, large enough for multiple activities, but easily accessible for wheelchairs, with changing rooms. That’s quite a few requirements!
Then we’ve had others that have just been: house 100 people, be formal and have good AV.

3. Evaluate Capacity and Layout

You never want to be a guest at a cramped event, and we promise, you want to work a cramped event even less. A venue that’s too small can feel cramped, while one that’s too large might make the event feel empty or negate the hard work you’ll be doing to create a great atmosphere. 

Always pay attention to:

• Capacity: Ensure the venue complies with safety regulations and comfortably accommodates your guest list.
• Layout: Look for spaces that match your event’s format, whether it’s a sit-down dinner, networking mixer, or street festival.
• Flow: Consider the traffic. Both car and foot! Entryways, bathroom access, movements between carparks and event room should all be considered.

4. Check Venue Amenities and Services

Does your venue offer any additional services or amenities that may ease your planning load? Some venues will offer catering or bar service in-house, while others may not even have kitchenette facilities. Always check what, if any, inclusions come with your venue. Do they offer:

• In-house catering or preferred vendor lists
• On-site AV equipment and technical support
• Furniture, décor, and setup assistance
• Wi-Fi and other connectivity options

Asking questions about these will help you plan and avoid any hidden fees. 

5. Look at the Ambiance and Style

The venue’s aesthetic should complement your event’s theme and branding. This could either be through existing elements or a blank canvas that could be transformed to match your theming. When we look at venues, we look at:

• Architecture and design: Modern spaces work well for tech events, while historic venues may suit award nights or galas.
• Lighting and décor: Natural light, mood lighting, or customisable décor options can enhance the atmosphere.
• Photo opportunities: Unique features like gardens, scenic views, or statement interiors add visual appeal for guests and photographers.

6. Budget Wisely

We love a good venue as much as the next person, but we also love our budgets. While it’s tempting to splurge on a stunning venue, make sure it aligns with your budget. Factor in:

• Venue rental fees
• Additional costs for permits, insurance, or overtime charges
• Services or amenities not included in the package

Keep a balance between value and quality to get the most out of your investment.

7. Prioritise Safety and Compliance

Safety is non-negotiable at events. This is still the case when choosing a venue. Make sure:

• The venue complies with all local safety regulations.
• Emergency exits, fire safety measures, and accessibility for people with disabilities are in place.
• The venue has insurance and security protocols for crowd control or emergencies.

8. ALWAYS VISIT THE SITE

Before committing to anything, schedule a site visit to see and walk through the venue firsthand. We spend huge amounts of time exploring and inspecting venues before events. Never hire before visiting. During your visit:

• Test AV equipment and Wi-Fi connections.
• Walk through the layout to confirm its suitability.
• Meet the venue coordinator to discuss your specific needs and expectations.

9. Read Reviews and Gather Recommendations

If possible, check any venue reviews to get real feedback from venue clients. This will give you a good idea of what working with the venue staff is like and how good the venue is. However, reviews will never replace a site visit.

10. Partner with Experts for Seamless Execution

Choosing the perfect venue can be overwhelming, but professional event planners can simplify the process. The Perfect Events Group specialises in finding and securing exceptional venues that align with your event’s unique needs. Our expertise ensures a smooth planning process, allowing you to focus on your vision while we handle the details.

 

The right venue is the cornerstone of a successful event. By considering location, capacity, amenities, and budget, you can find a space that perfectly matches your event’s goals and delights your attendees. Ready to make your event unforgettable? Contact The Perfect Events Group today, and let us help you find the ideal venue for your next big occasion.