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Choosing An Event Venue

More often than not the event venue is the last part of people’s event planning. Waiting to do this can leave you with little to choose from. Most people don’t realize how important the event venue really is. This article will explain the issues you will need to consider such as size, location, length, type, format, facilities offered at the venue, and accessibility. We also have included 20 questions for you to ask the event venue you are considering.

To get the venue of your choice you will need to plan early. Find out how many guests will be attending and have a good idea for the amount of space that you will need in order to set up furniture and decorations. Be careful - a venue that is too tiny will be cramped and a venue that is too large will lose its intimacy. Ideally if there are more than 200 people attending you should try to book a year in advance, which means you should be looking before that.

If you want a location that is truly memorable think outside the box. If you see a private house or building that looks interesting don’t rule it out until you have asked. Summon the courage to go after the location you feel will work best.

Your event venue should be easy to reach, don’t make it hard for people to attend. If your venue is off the beaten track it’s less likely they will come. Consideration should also be given to whether your guests will require overnight accommodation. If so, choose a venue that has hotel accommodation close by.

How long will you need the event venue? Will it be the whole day, a couple of hours in the morning? Figure this out, as it will alter the price of the venue.

What atmosphere do you want to convey at your event? Is it a formal wedding, or a small business lunch? Decide how many rooms you will need and how each room should be set up. The event venue should be happy to help you through this process but it best to come prepared with ideas.

Find out all the services offered by the venue. Do they provide any of the following: do they have a valet service, a business desk for managing you to manage your event, email, fax and a telephone service for urgent enquiries. Other facilities that could be useful include photocopying and message taking.

Don’t forget accessibility. The venue you choose should be entirely accessible to people with disabilities. The event venue should be equipped with elevators or ramps for wheelchair users, and for hearing-impaired attendees, a hearing solution should be provided.

Once you have it down to a short list of halls ask them the following questions:

1. Do you have all the appropriate licenses to run an event venue?


2. What is the seating capacity of the largest and smallest rooms?


3. Can I slip into an event that is being held at this venue?


4. May I get a tour of the facilities?


5. Are there enough amps on your breakers to handle the power output of the equipment, instruments or lights being used that night?


6. Do you have a podium, P.A. system and microphone?


7. Are there noise restrictions?


8. Do you have a designated smoking area?


9. Do you offer security services?


10. What will the lighting be like during my event?


11. Do you have parking available for my guests?


12. Do you offer catering services? – See our list of questions at caterers.ca


13. Is one free to bring in one's own choice of caterer, florist, decorator and other services?


14. Are there decoration restrictions?


15. What are the set-up and clearing times? Do you provide this service?


16. What is the finish time?


17. May I see your standard contract?


18. Are there any special conditions?


19. How much of a deposit do you need to hold the date? When do you need the remainder?


20. Can I speak to former clients for references?

You may want to ask your entertainers the following questions to help make your decision.

1. What is your band’s or DJ’s opinion of this venue?


2. How were the acoustics?


3. How was their PA system?

After these questions are answered you should have a better idea whether or not the management of your venue are on your side or not ad if this is the right event venue for your event. Good luck and have fun.