Running an event-planning business in NYC isn’t for the faint of heart. Competition is fierce, and it’s all too easy to fail. Yet NYC also offers unlimited potential for success, and one of the most crucial aspects of becoming a successful NYC event planner is learning how to find, book and host events at the best venues. Here’s the NYC venue checklist every planner should bookmark for 2025.
Choose a Venue That Fits Your Event
Your needs will be very different if you’re hosting a large corporate conference, an elegant outdoor wedding, or a small, cozy Christmas party. It’s imperative to choose a venue that fits the type of event you plan to host, along with the number of guests you expect to attend.
- Style
- Capacity
- Amenities
- Layout
- Lighting
- Tech requirements
- Restrictions on decorations
- If vendors are welcome
- Necessary equipment
- Whether you need to rent furniture
Know Your Budget
NYC venues vary drastically in cost, so it’s essential to know your budget before you begin trying to book a venue. Remember, there are always unexpected costs that pop up, too, so it’s best to leave some wiggle room in your budget.
- How the final price is calculated (per person, minimum spend, etc.)
- When deposits are due
- Refund policy
- Cancelation policy
- What’s included in the price
- Additional expenses or fees that may apply
- Confirm all expenses in your contract before signing
What About Weather?
Weather can throw a serious wrench in the best-laid plans, so it’s essential to think through the complications inclement weather may create.
- Are you scheduling your event at a time that is likely to be impacted by inclement weather?
- How will the weather impact guest travel?
- Do you have a rain plan?
- Is there someplace sheltered at the venue in case of inclement weather?
- What is the refund policy if your event must be canceled due to inclement weather?
Location, Location, Location
NYC has some stunning venues, but it’s important to consider the logistics of where you hold your event.
- Is there parking on site?
- Is public transportation available to the venue?
- Is the venue close to the hotels where your guests will stay?
- Does the venue offer a view of the city, skyline, or water?
- Is the venue easy to access from the airport for out-of-town guests?
Timing Is Everything
You’ll have the most success if you plan as far in advance as possible. Remember, NYC venues book quickly and often need to be reserved months in advance.
- How far ahead do you need to book?
- Are rates cheaper on certain days of the week?
- Does the venue have busy seasons when it’s harder to book?
- Does the venue offer special amenities at particular times of the year?
Will the Venue Work for Your Vendors?
If you plan to bring vendors to your event, it’s imperative that you don’t overlook their needs. Make sure the venue you’re considering will work for your vendors.
- AV equipment
- WiFi access
- Number of outlets
- Physical requirements, such as a stage or the ability to hang equipment
- Dressing room for performers
- Kitchen facilities
Don’t Forget the Details
It’s all too easy to overlook important details when planning your event, especially if you’re new to the business or to NYC. Be sure you know all the logistics involved in the particular venue you want to book.
- Is insurance required?
- Is catering offered on-site? If so, what are the options?
- Does the venue have a liquor license?
- Do you need to hire security?
- Does the facility have a wedding license?
- Are there any restrictions that might impact your event, such as noise, photography, or decor?
- Setup and teardown procedures
Become an NYC Venue Expert at The Expo
There’s no place better to learn all the tips and tricks of hosting events at NYC venues than The Event Planner Expo. With over 150 exhibitors and more than 3,000 attendees, The Expo offers you the chance to view the best venues, see the latest industry trends, and meet the most in-demand vendors. The Expo also presents an unparalleled opportunity to showcase your business to industry insiders while forming strategic partnerships with other event planning professionals. Sign up to exhibit at this year’s Expo today!
