5 Things to Look for in an Event Space

January 8, 2019 Susan Douglin

When it comes to an event space rental, there’s many things to consider so that you end up selecting the most fitting location. That’s right, I said “most fitting” not “the best” location. Depending on the type of event you’re organizing, “the best” is not necessarily what you need to look for, however, what is important is to find the event space rental that is most suiting to your end goal, and that will help deliver the best event experience.

Your starting point to choosing an event space rental that will help you produce amazingness, is to allow yourself enough time to research, visit, and then select the venue that says to you, “THIS IS IT!” Check out the pointers we listed below to guide you on what to look for in an event space.

5 Things to Look for in an Event Space

You’ll want to book your event location at least 4-6 months prior to the date of your event. You’ll have to be realistic with the event budget so that you don’t waste time visiting venues that simply won’t fit the bill. Literally. Once you know where your budget lies, here are your next steps in selecting the right event space rental:

1. Event Space Rental Location

Location. Location. Location. We’ve all heard it a million times, right? There’s a reason for that. Where your event is situated can and will affect your turnout. How far is the venue for most of your guest list? Who cares if you want the event to take place in New York City if the majority of your guest list is 3 hours away in New Jersey? Do yourself a favor and increase the likelihood of only a handful of guests showing up to your event. Choose an event space rental that is not only equipped to handle most of the items on your list of event goals, but that also makes logistical sense. Yes, it’s true, you CAN also offer directions and have them use a mobile event app that will provide directions but if you can help it, make the location convenient to a good portion of your guest list.

2. Size DOES Matter

When asking questions about the size of your event space rental, the first thing that should come to mind is whether the location can accommodate the guest list. Now, if the capacity of the venue is 300 and that is also the number of invitees, that doesn’t mean that this is the location you want to select. You have to keep comfortability in mind so keep flow and traffic at the forefront of your event vision. Do you have activities scheduled? Yes? If so, you’ll want to ensure that you’ll have enough free space to host activities in the most comfortable way. Same goes for considering the amount of space you’ll need for décor and to properly lay out the catering and dessert stations…oh and let’s not forget space for dancing and mingling! Choose an event space rental that will allow all of the above to run smoothly.

3. The Ambiance of Your Event Space Rental

This may be less technical than the other event components you need to consider but the mood of the location will probably be the most critical factor in how your guests rate their overall event experience. Say you’re hosting a Fundraising Gala, which is the type of event that you’ll want to deliver more of a “fancy feel” for your guests. Elegance goes hand in hand with a gala so choosing an event space rental that can deliver that type of style and grace should be your priority. In other words, choose a venue that will match the mood for the message you are trying to convey.

4. Event Space Rentals Add-ons

Are you looking to hire your own caterer, or are you looking for the venue to handle it? Do you have all of the technical gear you’ll need for your event or will you need the event space rental to supply it? What about the setup/cleanup crew? Are you hiring someone to handle it or do those services come included with the venue rental? These are the questions you should be asking yourself when choosing an event space rental, and that also needs to be considered in your total cost. If one venue can take care of 3-5 things that you would otherwise have to handle with outside vendors, it may be worth spending a little more on the venue rental because it’s helping your overall work load and it's also taking care of knocking off some of the other event expenses.

5. Event Insurance

According to All State, many event space rentals won’t even consider doing business with you if you haven’t obtained insurance. A good number of venues require that a certain amount of liability is covered by the event host and that the vendors are named as additional insured for your event. Speak to a local general liability insurance agent to ensure that you have your insurance bases covered before you choose your event space rental. It is also wise that you the consider the insurance factor during the early planning stages so that you know what you’re working with prior to signing contracts.

As you can see, there’s a lot to consider when choosing your event space rental. However, if you consider the above-mentioned points when doing your research, we are certain that you’ll find the most fitting venue for your event.

Would you like to learn more about which event space rental to choose for your next party? See how The Event Planner Expo can help. Request more information or contact us at info@theeventplannerexpo.com.

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