Choosing the Right Venue: A Comprehensive Checklist for Event Space Rental

5 Jan

Planning an event can be overwhelming, and selecting the right venue is a crucial decision in the process. The event venue sets the tone for the entire occasion, so it’s important to consider how the room flows, the amenities required, the location, and your budget are suited to your chosen event.

To assist, we’ve created a comprehensive checklist that covers every aspect of event space rental, so you know you’re making the best choice for your event.

Define Your Event’s Purpose and Requirements

Before you begin searching for your ideal venue, make sure to decide what you actually need from the room. Do you have AV requirements? What are your furniture requirements? Catering? Breakout spaces? What is the overall purpose of the event?

An upfront decision-making process streamlines your search and makes it easier to communicate with potential venue hosts so that they can help you create your perfect event.

2. Budget Considerations

Understanding what your budget is for venue hire is another important consideration. Some venues only offer dry hire, so it will be up to you to arrange your own separate catering, which can affect your overall budget.

Assessing these financial considerations early on ensures you understand what is realistic and feasible.

3. Location!

The venue's location can significantly impact the success of your event. Consider accessibility for guests, especially regarding transportation. A venue situated far away from public transport or in remote areas might affect attendance, particularly if alcohol is involved. Opt for a location that facilitates easy arrival and departure for your attendees.

4. Space Layout

The flow and layout of your venue hire can affect the mood of the event. Do you only need one large area with some breakout spaces, or will it help the occasion if there is progression into different rooms?

Moreover, what kind of seating arrangement will you require? Make sure that this is set up to suit the nature of your event.

5. Catering Options

Understand the distinction between catered and dry hire venues. Research and decide which option aligns best with your event goals.

Each choice has its merits – catered services alleviate planning hassles, while dry hire allows for great personalisation. Some dry hire spaces may have a list of recommended caterers, while others leave the choice entirely up to you.

6. Flexibility and Customisation

Having the flexibility to curate your event exactly how you want will fill you with confidence that it will run smoothly. Be sure to communicate with the venue manager how you wish to decorate and any other requirements you may need. The ambiance that you create contributes significantly to the success of your event, so having the flexibility to customise a space is something you may want to consider.