What to look for while booking a venue

There is a wedding around the corner but perhaps you have not even started looking for the venue!! This could get very stressful!

Venue selection is a very important step towards having a successful event and indeed it is time-consuming. When organizing an event, you are confronted by many decisions. Choosing a correct venue is the one decision that will have the largest impact on your event. The date of the event, catering options, and attendees’ pleasant experiences … all are partly affected by which venue you select. 

So now we understand the importance of booking a good venue. To make this process simpler, there is no harm in considering certain tips or keeping the below tips in your mind, when you go looking and choosing a venue for your event.

  1. Location: For a local event, you should be looking for a venue within a reasonable distance from most attendees’ homes or places of work. If many attendees will be traveling from out of town, a venue near the airport or their hotels will be beneficial. In whichever case, don’t forget to consider traffic, transportation, and parking options. In case you are planning a destination wedding or event, booking a venue closer to the hotel or airport always helps.

  2. Parking: The venue must have a parking facility or a valet parking service. It is important and your attendees will be very relieved if this option is available to them. Nowadays many families do come in self-driven transportation and in absence of a parking facility, it makes their experience a little sour.

  3. Capacity and Minimum guarantee: Every venue has a maximum capacity that it can accommodate and it is important to know that figure for the venue that you are about to book. Depending on your no. of people expected, you should compare the no. of people the venue can accommodate. Seating style or the stage set up etc. also add up to space. Hence all these aspects need to be kept in mind before selecting the venue. Mostly all the catering venues have a minimum guarantee concept or some have a minimum spend condition. It is the number confirmation you need to give the venue owner i.e. the no. of guests you are sure will be coming and for which you will be charged per person. Hence hypothetical no. should be avoided here. Obviously, if the venue has a condition of minimum spend, and you are confident that your overall expenditure will cross the minimum spend figure, make sure that you bargain for more value add-ons like free Wi-Fi, extra decoration etc.

  4. Services & Amenities provided: What services and amenities will they provide in that amount that they will charge you? It will be beneficial if you know their menu in advance, taste the food that will get served to your guests. How many service personnel will they provide to carry out the service during the event? What table set up or flower table-top arrangement will they provide. All these and many more such details need to be considered before saying yes to the venue.

  5. Ambiance: Pay special attention to the existing decor inside the venue. What style is the architecture and what does the building’s interior convey? If you’re holding a gala, you’ll likely need different venue accommodations than you would for an expo or a birthday party for a child. High ceiling or pillar less ballroom looks much better than a ballroom/hall with a low ceiling. The less the ambiance matches the desired feeling of your event (upscale, high tech, etc.) the more decoration you’ll need to do to make up for it. 

  6. Layout: Many venues refer to this as a floor plan. This would be entailing the detail pertaining to the seating style, where the stage would be placed, is there ample space to walk between the isles etc. Overall how the entire event set up will look like is what the layout would convey.

  7. Cost & flexibility on event dateBeing flexible 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. Obviously, the date needs to suit your needs too.

  8. Acoustics: Have you ever attended an event at a venue that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night? That’s caused by poor acoustics. Acoustics is just a fancy word for how sound travels through the venue. A low ceiling will make the venue seem cosy, but it will make it louder if it’s packed. Also, does the venue have their own audio-visual facility, wall mounted or ceiling mounted speakers etc.

  9. Accessibility: Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities. Before you can answer this question, you’ll need to understand who your attendees are and what their needs are. 

These tips will not only assist you to book a conducive venue but also will ensure that you have a fantabulous wedding or event.

Click Karo BaitheBaithe

You may also like...

Leave a Reply

Your email address will not be published. Required fields are marked *