Whether you’re planning a wedding, business conference, corporate party, or any other type of important event, you’ll want to host it in an accommodating, beautiful event space. Securing a venue is one of the first tasks you’ll need to complete before you can proceed with other plans.
You’ll need to have a venue selected and booked before you can organize food, entertainment, timing, location, marketing, and much more. For additional information about how to choose the perfect venue for your event, please continue reading!
Find the Perfect Location
Location is one of the most important factors to take into account when choosing an event venue. The location will determine which guests and speakers can attend your event. If it requires your guests to pay for additional travel expenses, they may be less likely to attend. Therefore, find a location that is easily accessible for the large majority of attendees.
Plan Around Your Budget
Secure an event venue that fits within your budget. Though your venue will be one of your biggest event costs, it cannot take up your entire budget. One of the best ways to reduce the cost of your venue is by reserving it months or even years in advance. We advise you to get quotes from multiple venues before selecting one.
Create the Right Atmosphere
Find a location that creates the right ambiance, mood, and atmosphere for your event type. Decorations can also play a huge role in creating the perfect tone. Choose an event venue that aligns with your theme, style, and decorations.
Consider Capacity and Size
Every location you look into will range in size and capacity regulations. It’s wise to have a rough estimate of how many people will be attending your event in order to ensure your event space can legally accommodate your guests. Before sending out RSVPs, confirm the number of people you can fit.
Secure Technology and Wi-Fi
Make sure your event has a strong internet connection and access to advanced technologies. Your guests will thoroughly enjoy having access to the internet so that they can communicate with friends, post to social media, check their business emails, and more.
This is extremely important for events that last for more than a day. Depending on the type of your event, you may need access to technologies such as lighting systems, audio systems, projection screens, and more.
Layout
The layout of your function space is another important element. Map out your table and space setup in your head before picking your venue. You’ll also want to take into consideration the space you’ll need for presentations, activities, dancing, exhibits, dining tables, buffet tables, and demonstrations. As well, you’ll want to ensure good traffic flow throughout your event so that your guests remain comfortable.
Dining Needs
Food is another important factor for events, especially if you’re planning a wedding or networking occasion. Discuss menu options with your prospective venues. They may offer fine dining options provided by their own team, or they may work with a network of other food vendors.
On-site catering is a preferred option because it makes everything run slightly smoother. It lessens the need for additional food transportation and organization. Venues that offer on-site catering are guaranteed to provide your guests with a hot meal on time.
Acoustics and Sound
Almost every event will need some sort of acoustic and sound system set up. This type of equipment can be very expensive. Try to secure a space that has high-quality sound systems already in place. Keep in mind that venues with low ceilings will amplify sound too much, whereas large open spaces are known for creating echoes.
Organize Parking
Depending on the location of your event, parking can very quickly become a nightmare. Provide your guests with reasonable parking so that they don’t have to pay extra costs. Your venue should have available parking at no additional costs such as a large lot or garage. High-end venues will even provide your guests with valet services.
Insurance
When coordinating an event, you may need to first acquire some form of event insurance. Many venues require you to at least have general liability insurance in case of accidents, emergencies, or unexpected cancellations.
Special Requests and Accommodations
Do you require dining options? Are you looking for a location with indoor and outdoor seating options? Would you like a space with fire pits? Does your function space have easily accessible bathrooms? Can the venue be accommodating to guests with disabilities? Does the event space offer security?
These are all questions you’ll want answered before securing a prospective venue. It’s completely okay for you to bring up any special requests and accommodations so that you can get a full picture of the services offered.
If you have any additional questions about how to choose the perfect venue for your event or to secure a banquet hall in Vaughan, please call the friendly professionals at Chateau Le Jardin at 1-888-529-8573 or contact us online. One of our event venues, conference centers, ballrooms, and banquet halls could be the luxury space you’ve been looking for. We’d be more than happy to discuss your options and work towards ensuring the success of your event.
