your ultimate venue finding checklist

The venue is one of the most important ingredients in throwing a successful event.

Whether you’re planning a low-key business meeting, a medium-sized networking event or a large-scale conference, where your event is being held is just as important as what your event is.

Finding the right venue is no easy task, though. There are many factors to consider, many boxes to tick, and a lot of time, thought and research involved. To find that perfect venue, you first need to know what to look for.

Fortunately for you, we’ve put together this handy checklist to help you find the right venue for your next event.

Capacity

This one’s a no-brainer. One of the first things you need to consider when searching for a venue is its size and space. It’s essential that your chosen venue can comfortably accommodate your total number of guests, in a sensible seating plan or layout. If your event has different speakers, presentations or activities taking place concurrently, the venue must also have multiple rooms available within close proximity of each other (preferably with soundproof walls) to allow for a smooth transition. If you’re hosting an open attendance event like a product launch or networking event and you don’t have an exact figure of attendees, then it’s always best to give yourself enough leeway for extra guests.

Relevant facilities and amenities

When searching for a venue, you need to think about what facilities and amenities the venue can offer you and whether these meet your requirements. What are the available layout and setup options? What technology, lighting or audiovisual equipment is there? (A product launch, for example, will have a high level of technological demands compared to a business lunch.) Is there a meeting point for your guests? Does it have disabled access? Even a simple thing like the number of bathrooms isn’t to be overlooked when scouting potential venues.

The right mood and atmosphere

While this one is a bit more abstract, it’s no less important to your venue search. Whatever type of event you’re hosting, you’ll want to find a venue that matches the mood. If you’re planning a tech conference, you’ll want a modern space replete with start-of-the-art technology. If you’re throwing a networking event, the casual atmosphere (and ready access to alcohol!) of a trendy bar works a charm. If you’re organising an important business meeting, you might want to opt for a more formal setting. A venue’s character can enhance your event and ensure its success.

Suitable location

You know what they say: location, location, location. When thinking about where to host your event, the first question you need to answer is which city, town or region is best suited for your delegates. If you’re throwing a networking event for marketing professionals in London, for example, then you’ll want to look for venues in Manchester. Beyond that rather obvious part, you’ll want to find a suitable area within your chosen location that is easy for your guests to find and offers adequate parking facilities and transport links…which brings us to our next point.

Adequate parking or transport links

Whatever size, facilities, amenities and atmosphere that a venue provides, you need to weigh them up against its transport links. After all, is a venue really perfect if your guests can’t get to it? When searching for a venue, take into consideration its parking options. Onsite parking is preferable, but if not, make sure there are decent parking options available nearby. Not all of your delegates may be driving to your event, so also think about where the nearest train station, tram stop or bus stop is. Public transport is especially important if you expect your guests to be drinking.

Meets your budget

Budgeting is one of the least exciting yet most essential aspects of event planning. Before you start your venue search, you’ll need to have a clear idea of how much money you have to spend on hiring a venue; there’s no point in looking into five-star hotels if they’re way out of your budget. Once you have a figure in mind, you can set about looking into suitable venues that fall within this ballpark, ensuring your time is spent wisely and efficiently while keeping the overall cost of your event in check. If you’re on a tight budget, you’ll want to make sure you’re getting the best price and the best value for your money.

If you want to find the perfect venue for your event without the time, effort and hassle involved, then look no further than Absolute Venues’ free venue-finding service.

With an extensive directory of over 160,000 venues worldwide, we’ll help you locate the right venue for your event, whether it’s a low-key business lunch or a large-scale product launch. Once you’ve told us what you’re looking for, our team of experienced event planners will send you a shortlist of the most suitable venues based on your specifications.

Our free venue-finding service not only saves you time, but it can save you money, too. Thanks to our strong, long-standing relationships with various venues and hotel groups, we can negotiate the best price on your behalf.

To find the perfect venue for your next event, fill out our enquiry form here, or get in touch with our friendly team on 0161 327 0938 or at [email protected].