Finding the perfect venue may either sound like something that will take far longer than it should, or a goal that you’ll never achieve. We know that feeling ourselves, which is why we’ve put our heads together to create a simple, step-by-step guide that tells you everything you need to know. You’ll hear everything you need to do to find the perfect venue in a fraction of the time it otherwise would, and all it will take is 3 minutes of your time to learn how to proceed. Here’s everything you need to know.
Decide who your target audience are
If you don’t know who’s likely to be coming to your event, how are you ever going to figure out the rest of it? It’s a good question, and one that a surprising number of projects never seem to be able to answer. Decide who you want to attract to attend, and then move onto the next step on the list.
Finalise your date as soon as you can
Your event may have a natural date that’s set in stone, in which case you want to move as quickly as possible. But if you have a little bit of freedom then you want to search venues with 2-3 prospective dates in mind. That way you won’t end up rejecting an otherwise perfect venue just because it happens to be booked on your ideal date. Once you set the date though, you need to get it out there as soon as you can if you want to ensure people don’t book themselves up.
Set a realistic budget, and stick to it
Your budget is not there to constrain your options, it’s there to ensure that when you find the right activities, music, venue, etc you still have money to pay for it all. The key here is to set a venue budget that’s realistic, but not far bigger than it needs to be. This will depend very much on the size of event and rough location you’re looking for, so make sure you do some research before setting your budget. If you pick a figure arbitrarily you’ll just be constraining yourself unnecessarily.
Search multiple locations and consider the logistics involved
No matter how perfect the first venue you come across seems to be, you need to make sure you search for at least two more. Even if you still decide to go with the first, you’ll be able to see that you’re really getting everything you need. It’ll give you a much better idea about what you can expect for your money, as well as how far your guests are going to have to travel.
Choose the right type of space for your event
This is basically just common sense, but you’d be amazed at the number of people who simply gloss over it. Write down a list of the key things your event will be defined by, and then make sure your chosen venue will be able to accommodate them.
Ask about the services that are included, and identify any restrictions
Perhaps you need a lighting rig for a band or DJ? Or maybe you need an onsite bar to coordinate with your outside caterers? If you don’t ask, you won’t know whether it’s available or not. It really is as simple as that.
Look into the reputation of the venue company
You want to ensure you’re doing business with someone you can trust, and that means searching out their online reviews and testimonials. There will always be someone who isn’t 100% happy, so look for how the venue responded to any criticism they received. Did they take it on board, learn from it, and move forward in a professional and diligent manner? This is what you’re looking for when you’re searching for a team that does things the right way.
Take photos and measurements when you visit
One of the easiest things to do, but one of the most often overlooked, is to take measurements and photos of the venue when you see it in person. It’ll give you some key information you can refer back to in several month’s time when the visit has faded into a distant memory. You might feel like you’re being a little over the top at the time, but the information you gather will prove priceless before you know it. Note positions of power outlets, lights, fire exits, and all the other key essentials so you have a crystal clear view of everything you need.
