Finding the Perfect Event Space for Rent: A Complete Guide
When you’re looking for an event space for rent, there are several factors to consider. In this blog, we will share our complete guide to help rent space for events stress-free.
Determine Event Space for Rent Capacity
Before you can rent space for events, you need to have a reasonably accurate “guestimate” based on the number of attendees. This determines the required capacity of your rental space.
Whether you need a small event space for rent for 50 guests or less, or a massive space that can accommodate upwards of 1000, the capacity must be the right size to suit your guest list and planned activities.
Renting a space too small could force the event venue to refuse access based on local capacity regulations, while renting a space too big will waste money and make it feel like you’ve experienced low attendance.
Finding an event space for rent with flexible spaces to accommodate varying guest numbers will ensure everyone is safe and comfortable while meeting the needs of your event.
Rent Space for Events Based on Your Budget
While budget isn’t the only consideration for your event space for rent, it is a major factor. Be sure to understand the costs related to renting the space and any additional charges.
Hidden fees are not uncommon at less transparent venues, where things like a cake-slicing and serving fee, clean-up for confetti, or use of Wi-Fi or audio-visual equipment get tacked on without your knowledge.
Be sure to reach out to venues to discuss the details of your event, projected headcount, and specialty event needs so they can provide an itemized estimate based on your requirements and special requests.
Event Space for Rent Layout
While most event venues tend to be pretty linear in their layouts, some could introduce bizarre little space defects that impact how you use the room. Consider how you plan to use the space with a logical flow to ensure the venue accommodates your needs. Some common event requirements include:
Booths with aisles for conferences or sales events
Tables for guest seating
Dance floor
Stage
Lobby area to welcome or register guests as they arrive
Buffet or various food and drink serving stations
Gift or prize table
Cake table
Activity tables
Break-off discussion rooms/areas for seminars
Meet and greet area
Receiving line
Cocktail reception
Outdoor space
Event Space for Rent Location
When you rent space for events, it’s all about location. This can be harder to determine if your guests are coming from many different places. However, there are a few common elements that help make a location more convenient, including:
Parking
Access to public transportation
Access to the airport or trains
Nearby accommodations for overnight guests
Proximity to the office for company events
Proximity to the majority of the guests/attendees, if possible
Exceptional In-house Services and Features at the Event Space for Rent
A high level of service under one roof makes life easier when you rent space for events. At the least, your event space for rent should include:
In-house catering with a professional chef
Access to audio/visual equipment and setup
Reliable Wi-Fi
Private dressing room for events such as weddings
Private entrance to welcome guests
Private outdoor space (if required)
In-house professional servers and bartenders
Event planning expertise
Access to partner vendors such as florists, entertainment, etc.
Event Space for Rent Ambiance
The type of event you’re planning dictates the ideal ambiance for your event. Special touches that contribute to a venue’s ambiance include details such as fireplaces, coffered ceilings, statement decor such as a winding staircase or chandeliers, a private entrance with separate lobbies, or access to a private outdoor space.
The style of the decor is also important. For example, something too specific, such as a barn, wouldn’t be as suitable for a formal event as a mansion or art gallery. Paying attention to how the space feels and the image it projects will help you find the right ambiance for your event.
Customized Menu Planning at Your Event Space for Rent
When you rent space for events, having an in-house catering department with a professional chef makes it easier to plan the ideal menu for the celebration.
A customized menu doesn’t have to be too fancy, but should be suited to the event and your guests. For example, if you’re holding a breakfast seminar for recent hires as part of your onboarding process, you’ll likely need a small event space for rent with simple catering services such as warm beverages and a continental breakfast.
However, an all-day conference with the entire company and your clients might require several meals, starting with breakfast, a sit-down lunch, and a post-conference formal dinner.
If it’s a personal event celebrating something like a birthday or bridal shower, you’d only require a single meal, which might range from finger foods or a lovely brunch buffet to a more formal sit-down or family-style dinner. An in-house chef allows you to customize the menu right down to the beverages or wine you serve to create an enticing meal sure to please your guests.
Set Up and Tear Down for Event Space for Rent
Depending on your event, the logistics likely require some form of setup and tear down, such as hanging decorations or setting up booths or activity areas. Discuss your needs with the venue to understand how much assistance they provide.
You’ll also need important details such as special requirements for florist deliveries and what time you can access the space to set things up. Find out when you’ll need to have everything cleared away, and if they can assist with the clean-up process. This will ensure you aren’t left with a clean-up charge, or asked to vacate the space while the event is still in progress.
Contact the Event Venue Professionals
Hopefully, this guide makes it easy for you to find the best event space for rent to accommodate your guests and ensure exceptional experiences.
Whether you’re planning a corporate or private event, the experts at Château Le Jardin can help. Our event space for rent in Vaughan, Ontario is the perfect, full-service location for any event size or purpose with chef-inspired menus tailored to your needs. Click here to learn more or request a consultation. You can also call us at 1-888-529-8573.
