Tips while booking your location for a private event

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Tips while booking your location for a private event

Tips while booking your location for a private event

Your selection in the event venue space will significantly impact whether your guests will indeed have an enjoyable time at your occasion. There are plenty of specifics to consider when it comes to deciding what venue to choose, like layout, location, parking spaces, capacity, amenities, and in-house services, to name a few. 

Googling “event venues near me” might be a start, but we compiled some helpful tips and tricks to simplify your event decision-making process so you can book the right venue for your next private event.

Location

If you are wondering how to find a venue for an event, the first place to start is location. The location of your venue plays a huge influence on whether your guests will attend or even how much time they will spend at your event.

Try to ensure that the event space you choose is a reasonable distance for the majority of your attendees to reach from their homes or workplaces. Think about the season. If your event is during a warmer month, maybe consider an outdoor event venue where you can host your guests outside. An outdoor event venue might make more sense if you have a larger group, so guests are more comfortable.

Consider the party size. Will your private event have a large number of guests, or can you find small event venues that will be able to host your group comfortably? By searching for small event venues near me, you will be able to get a feel for what kind of event venues are near your location and can accommodate your group.

Amenities

When searching for “event venues near me,” don’t forget to look at what kind of amenities and in-house services come with the event space. Some event spaces will provide you with in-house catering and amenities which can benefit your event and save you some money in the grand scheme of things.

Check to see if your chosen venue provides set menus for the event. It might be worth selecting that as your food option instead of catering for your private event. In some instances, venues can be very strict about allowing outside catering, so make sure you confirm what the rules are before booking. If you are thinking about hiring a private caterer, you must also guarantee that your venue is open to outside catering.

Set up and clean up availability are other venue services that you should clarify with your event venue prior to booking. If you plan to use audio-visual equipment, make sure you check with the event venue coordinator that they have access to that kind of technology.

Prep

You will want to have your venue set and ready to welcome the guests as they arrive. In a perfect world, you won’t have to run around for last minute things in the middle of the event, which is why prep beforehand is so crucial. To avoid this, arrive early with your team to help set up the venue. Some things to consider are the arrangement of the furniture, the decoration of the venue, and preparing any stage features or props if you have speakers or performers. Other key things to think about prior to guest arrival include ensuring any refreshments like welcome drinks are ready, external caterers are set up and ready to go, and any sponsorship material is hung up. Also, double check that the safety and security arrangements are in place, like first aid kits and even fire escapes. 

If you have a group that is helping you set up, make sure everyone is briefed on their tasks prior to the event. This will ensure that all prep work is ready by the time guests arrive. Lastly, do a final walk through before the first guests are about to arrive to check that you didn’t miss anything!

Performer Accommodation

If you are hiring any performers or have speakers coming, think about how you will take care of them and attend to their needs. You don’t want them to be thirsty, hungry, or unclear about what their role is in the event. You could designate one person on your team to be in charge of greeting your speakers and informing them of when they will be performing. You will also want to check what equipment performers will need like props or technology. 

Accessibility

For your event venue’s accessibility and layout options, you will need to look at what activities you plan to include at your function and consider who is attending. For example, will you have a conference facilitator at your event? Will you have an after-dinner speaker or an entertaining keynote speaker? Will there be a cocktail hour, or will it be a sit-down dinner? All of these choices play a role in what kind of accessibility you will need from your event space. 

In the early days of your event planning agenda, make a note of what kind of amenities will be needed by your internal staff, as well as your event attendees and venue staff. If you plan to have multiple activities occurring at once, you will need to make sure that your venue’s layout is spacious enough to allow for it and that there would be no chance of any traffic jams or space concerns.

Parking is also a huge concern for many guests and can be a deterring factor. Ensure that the venue or somewhere nearby can offer your attendees a place to park with either a voucher for free parking or ample parking in a free lot to avoid any unnecessary stress and confusion. It is always best that your venue also caters to attendees with special needs and easy access to different amenities.

Keep track of time

When planning your event, you will most likely have a few time-sensitive activities or deadlines that you will need to meet. For example, the speakers or performers that are scheduled will probably have a specific time slot that they can attend, or your DJ might need to be on and off the stage at a certain time. Along with entertainment, scheduling food and drinks to be served at specific times is crucial for both the catering company and the guests. 

Many venues will also have hard deadlines on when the event should be done and wrapped up. You don’t want to have to usher your guests out or rush through a part of your agenda because you lost track of time. You can make sure everyone sticks to the program by gently reminding speakers how much time they have, helping usher the guests to the right rooms or portions of the events and communicate deadlines to the participants, including catering and the venue staff. 

When the event is all over, it’s your turn to close everything up and complete any outstanding tasks. See off the remaining guests, making sure that everyone has a ride home or a designated driver if guests have been drinking. Check that speakers and performers received the attention needed and any other wrap up that they need. Work with the crew to dismantle any equipment and decor left over and unless specified otherwise, leave the venue the same way it was when you arrived. Complete any financial or practical obligations with the venue, catering, or other vendors and check to see if guests left any items. Lastly, reward your team for a job well done and consider a small celebration of everyone’s hard work!

Event planning done right

These are just a few considerations and event planning tips to keep in mind when planning your next private event. It is important to get as much information as possible from the venue to fully understand the logistics and help you plan the best possible gathering. Regardless of what venue you choose, when searching for “event venues near me,” you can make an incredible event! By knowing the ins and outs of the space, you will be able to better cater to your guests’ needs and throw an event of their dreams!