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When organizing an event whether it is a milestone birthday or bridal shower, you’re confronted with many decisions, but choosing the right venue is the one decision that can have the largest impact on your event. I am a huge proponent of hosting in your own home whenever possible, but sometimes my house just isn’t big enough or I need a more sophisticated or upscale feel than my dining room can provide! It can feel overwhelming when on the hunt for the perfect hosting spot but here are a few things to consider and help you weed through your venue options.
When to Start Looking for a Venue
The earlier the better! Once you have figured out 3 main things, you can begin your search for a venue: estimated event size, budget, and space requirements.
Booking in advance will ensure that you will have enough time to plan all the other critical things, such as securing caterers, ordering the perfect cake, planning entertainment, and more.
What to Consider When Searching for a Party Location
1. Location
You may be looking for a venue within a reasonable distance from most of your guests’ homes, or even close to your own. If many attendees will be traveling from out of town, a location near the airport or reasonably priced hotels will be beneficial.
2. Capacity
You’ll need to know the room capacity of the venues for a few reasons. First, if your estimated event size is 200 people, they can’t comfortably fit into a room with a 100-person capacity. And second, there are fire and safety codes that the venue has to abide by. So if you fall in love with a smaller space you have to decide on a new spot or fewer people!
3. The Cost of the Venue
For most, price is going to be one of the largest factors when choosing an event space. Whether you are hosting a birthday party, planning a family reunion, or celebrating a graduation, you expect and deserve good value for every dollar you spend.
It is important to be realistic. Do your research on the price of local venues to get an idea of how much you should expect to spend for your area. And once your budget is set, stick to it!
4. Food Options
Does the location have a kitchen or can it provide catering for your event? If so, often a venue will waive the facility fee and only charge a down payment along with the cost of food for each guest. Venues without kitchen facilities may have a partnership with a food provider that you’re required to use, so you may want to check their food in advance. Personally, I like to choose places that allow you to bring in outside food or use vendors of my own choosing. This often helps my budget go much further!
5. Minimums
If your venue offers food and/or beverages they may set a minimum food and beverage spending amount that you need to fulfill. If you estimate much more spending than what the venue requires, it means you would be a good customer to them. Negotiate whether they can provide a complimentary service (e.g. free linen rental) in return if your spending reaches a certain level.
Getting an official contract with the venue provider is a must! However, it is in your best interest to negotiate flexible contract terms with your venue, such as your event can be postponed or canceled due to unforeseen factors. Also asking if they can add a clause that protects you from losing all of your deposit if you cancel within an agreed-upon time frame.
6. Parking
Does the venue have a parking lot or adequate street parking? A venue with a parking lot is ideal, but if that’s not the case, see if there are parking lots nearby that you can access and use.
7. Layout
Even though you’ll be finding your venue early in the event planning process, you’ll still want to have a rough idea of what types of activities you’ll be including, the amenities you’ll require, and the needs of your guests. If the venue is upstairs and you have great-grandma coming she may require an elevator and handicap-accessible restrooms. If you are throwing a baby shower you will need an area to stage the gift opening that is really visible and open.
8. Amenities
Does it have tables, chairs, and linens you can use? If a venue has these items, you can save a great deal of money and effort by using what they have, assuming it matches your theme and ambiance.
Does it have Audio Visual capabilities? If you want to include a video slideshow of pictures, or other presentation, you may need equipment. Some venues have a built-in audio-visual equipment for you to use, and others will require you to bring that in yourself. Ask what cables and hookups might be necessary to run the equipment (e.g. connecting to a laptop or running a flash drive).
9. Ambiance
Take note of the existing decor inside the venue. If you’re hosting a 50th wedding anniversary party, you’ll likely need different venue accommodations than you would for a 1st birthday! The less the ambiance matches the desired feeling of your event (upscale, casual, etc.) the more decorating you’ll need to do to make up for it. It isn’t a deal breaker in my book but definitely something to keep in mind!
10. Flexibility on Event Date
Flexibility on the event date can be a great way to negotiate with venues. They may have open dates on their calendar that they want to fill. By providing 2-3 date options, you are more likely to get discounted pricing or flexible leasing terms.
How to Search for a Venue
Finding the right venue for your event can take up quite a bit of your time. Thankfully, there are a few shortcuts to help you save time:
- Contact your local Convention & Visitors Bureau to inquire about venues that best suit your needs
- Search your local Parks Department websites for building or pavilion options
- Ask your social media pages for referrals! Often your neighbors or friends have done some leg work and have great options to tell you about if you simply ask
There is a lot to consider when choosing where to throw your party. However, if you take these points into consideration when doing your research, I’m sure you will find the perfect spot to make those memories with your village!
