Estimated Guests and Layout
These two go hand in hand. In order to find a venue, you’ll need to know roughly how many guests will be attending, and the layout format, e.g. seated dining, reception, cabaret. Venues generally advertise their maximum capacity which is often standing reception, the minute tables and chairs are introduced for a seated dinner that number goes down quicky so always check.
With your venue choice it is better to go for a slightly larger venue than you need as this gives you some flexibility if you do not know the exact number of attendees. Events, where you are selling tickets such as conferences can be challenging to estimate so spend some time researching and calculating a realistic figure based on similar events.
Equipment and Logistics
Consider what you will need to deliver your event. For example, sound systems, lighting, stage, visual display equipment like projectors etc. Each venue is different and may not have what you need. It can be a costly additional expense to source this externally and will take up even more of your time.
Knowing how your event will be delivered will be key to knowing the sort of space you will need. Do you need just one room, or some break out spaces? Is outdoor space something that would be useful?
Your Guest’s Requirements
If your guests are not based locally you may need to ensure there is somewhere to stay at the venue or close by – some venues also offer discounted room rates.
Another important consideration is how accessible the venue is as if you are expecting international guests, it may be useful to be close to an airport or a well-serviced railway station.
Finally, a lot of people drive so providing your guests with ample free parking will be appreciated, remember the public transport users too.
Catering Requirements
Knowing if your event will involve a sit down three-course meal, a cold buffet, licenced bar or just tea and coffee will help you to decide if a venue is the right fit for you. Some venues are just a simple hall or barn with no catering options or kitchen facilities, although the majority will allow external catering companies.
PenniBlack is an approved caterer at many London event venues, we can also arrange portable kitchens for all kinds of catering and a licensed bar if the venue does not provide one.
Realistic Budget
Venues can be costly to hire and the way they charge also differs. For example: per hour, per day, per half day or per delegate/guest. Knowing your budget early on will ensure your event is a success and if it is part of a business, that you break even or make a profit at the end.
On average you should expect to pay a minimum of £10 per guest excluding any catering, refreshments, or extras. Depending on the scale of your event, set aside most of your budget for the venue costs.
Style and Branding
Consider, if you haven’t already, what feeling you want to convey during the event? What words would you describe your brand – professional? chic? or if it’s a wedding, what describes you – relaxed? retro? vintage?
Internal décor can have a huge impact on the success of your event as it really sets the atmosphere.
Event Date
Having an idea of the date of your event will be required and if you can have a few in mind or if you can be flexible with it, this will increase your chances of finding the best venue for your event.
Our tip here is to avoid, where possible, choosing public holidays or dates that may clash with national or global activities.
How to Find a Venue
There are a few options to try, and each has their pros and cons. In each case keep a list of any you find so you can keep track and compare them. Our tips here are:
- If your event is more business related, try researching some similar events to see what venue they used.
- Try using venue directory websites where they provide multiple venue options in your chosen area.
- Use relevant social media groups to ask for recommendations.
As you can see, there is a lot to think about before you even start contacting venues! However, taking this vital preparation time really is worth it and we hope this information helps you find the perfect venue for your event. If you decide you would like more help with venue finding, catering or event management, get in touch with us.
