How to Choose the Best Event Venue

May 28, 2022 Jessica Stewart

If you’re a New York event planner, you’ll know where you hold your event is key to its success. But picking amongst the many options can be difficult.

When you are choosing an event venue, it’s important to look at a few options, and then consider some key factors. Read on to learn how to choose the best event venue for your upcoming event.

Consider the Location

The first thing you need to consider is the location. If it’s a local event, try to choose a venue that is convenient and close to most attendees’ work or home.

If people are traveling from far away, choose a larger city with a major airport. You should also think about the venue’s location within the city. 

Is it easy to get to from the airport? Is there lodging nearby? Is there a parking lot?

Consider the Space and Your Needs

Before you plan anything, you need to figure out how many attendees you think you will have. The guest count can make a huge difference in how big of a space you need.

In addition, you should consider what type of event spaces you need. Some events need multiple small spaces, while others need one large space.

Don’t forget to think about the vibe and style of your event too. The look and feel of a space can make or break an event.

Make sure you check with the venue about timing. You need to be able to have access for set-up and clean-up that won’t interfere with the event itself.

As you look at different venues, you need to consider what services and amenities the venues offer. Many events need WiFi access or other A/V capabilities. Ask your venue what is available and how you can access it.

Set-up and clean-up crews are often overlooked when it comes to planning an event. Some venues may offer this. If not, make sure you can get the help you need, or else you’ll be the one cleaning up at the end of the event.

Stick To Your Budget

It’s critical that you make and stick to your budget.

First, ask if there are any extra costs. You need to be able to plan for these if they are needed.
Some venues may have a higher price, but offer extras that could end up saving you money.

Get a Contract

Every event planner should make sure they have a contract with the venue before moving further. This protects you, the venue, and even your attendees. Plus, it makes sure everyone is on the same page about important items.

Be sure to ask what happens if you need to postpone or cancel the event due to a natural disaster or other unforeseen concerns.

Choose Your Perfect Event Venue

When choosing an event venue, you need to consider a few things. Think about your needs, the location, space, and budget. And always make sure to get a contract.

Want to learn more about being the best event planner possible? Start by attending event planner expos and event trade shows.

Learn more about this year’s Event Planner Expo and 10 Year Anniversary!

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