Event Venue Checklist: 5 Ways to Find the Perfect Spot

Photo by Ibrahim Boran on Unsplash

When it comes to looking for the right venue for your event, there are several things that you have to take into consideration.

Will your guests be comfortable? Will you have the right spaces that you need for your event? The checklist is endless, but here are some great ways to start looking for that perfect event locale.

Does it Match Your Aesthetic?

Everyone who plans events has one supreme consideration that towers above the rest on the checklist: does the space have the right feel and aesthetic?

This can be a hard thing to achieve, but you are looking for lighting, or ways you can add lighting, space for your guests, available seating, and so much more. All of this has to come together to form the perfect aesthetic.

For example, if you are planning an event that is supposed to be light and airy, it may be best to find an outdoor area where you can play to the strengths of breezes and balloon structures.

Are Your Necessities Available?

Before you start looking for an event, you need to figure out what your necessities are. A Necessity could be having restrooms nearby or having restrooms in the venue itself.

Another necessity could be the view or the surrounding area. Depending on where you are, are you looking for a view that amazes guests?

Does your event location provide seating, or are you going to have to call in an event supply company? These are the necessities that you need to ask yourself about before saying yes to the event space.

Do They Have a Check-In Area?

When running any event, from intimate VIP only events to larger events where more people can attend, there’s always going to be the need to track attendance.

From repeat events to singular events, zkipster has a great article on tracking your attendees. If your event location doesn’t have a way that you can track attendees or a space for check-in, then you may want to reconsider. That’s how important tracking attendance is!

Can You Transform the Space?

The venue has the aesthetic you’re looking for, a check-in area, and all of the necessities on your list. Here’s the next question: Can you feasibly transform the space into the event of your dreams?

Every event space has potential, and as the event planner, you have to be able to see that vision and make it become a reality. From the extravagant to the tiniest detail, you have to make sure that you are going to be able to make this space reflect the importance of the event that you are hosting.

If you find that it is difficult to transform a space to fit the vision that you have in your head, then it may be time to reconsider the space.

On the flipside, if you find that you can bring your vision to life, then move forward with the space. Some of the magic of event planning is in the way that you, the event planner, bring your vision to life.

Will it Accommodate All of Your Guests?

While society has progressed to provide more and more accessibility, there are still locations that aren’t going to provide what your guests need. From allergen-free foods to disability accommodations, you have to consider it all.

Some things to consider are the availability of ramps and elevators. Other things to consider are bars that have a space that is wheelchair accessible, both for those in wheelchairs and those who are of short stature.

Something else to consider is how many seating areas are available? Unseen disabilities can limit walking distance and increase the need for resting. There are countless things to take into consideration, and this guide is a great way to make sure your event is as accessible as possible.

Get to Planning!

Now that you have these five ways to approach event planning that will make sure you have the right location, start searching for the event location that fits all your desires. Make sure that you have an accessible event that is going to wow your attendees.

Don’t forget to track attendance and ensure that you have all the necessities needed. This can all be a challenge, but I know you’re up for it and ready to get started. Now, get to planning!