Checklist for choosing the right venue
If you’ve been tasked with finding a suitable venue for an event, you’ll want to know how to go about choosing the right one. The venue is the biggest element in event organisation as it sets the tone for the entire event. You’ll want to get it just right. Before you start looking, be sure to understand exactly what you’re needs are and what you want from a venue. Here are some of those important considerations:
- Cost
Before agreeing to or signing anything, make sure you know exactly what is included in the quoted price for venue hire. It’s perfectly acceptable to negotiate as well. If you’re flexible on the date, this can help secure you a better deal. Always get written confirmation of dates, details and timings.
- Location
Ideally, a venue should be in a convenient and easily accessible location. Do some research about nearby public transport links if you don’t know the area. You’ll also want to find out about on-site parking options, access to airports and nearest train station details.
- Capacity
Size matters and it’s essential to choose Corporate Venue Hire in the Cotswolds that can easily accommodate your number of guests. You don’t want people crammed in with not enough seating, but equally, you won’t want people lost in a huge echoey place with little atmosphere.
- Type
What sort of venue type would best suit your needs? Are you looking for quirky and unique or formal and traditional? Some spaces will require little additional decoration, while others might be more of a blank canvas. For Corporate Venue Hire in the Cotswolds, contact Secret Spaces.
- Catering
Another important factor is whether you intend to organise the catering independently or you wish the venue to supply food. If the venue can provide catering, be sure to attend a menu tasting and don’t forget to plan for guests with special dietary requirements such as halal, vegetarian, vegan or gluten-free.
- Facilities
Ask lots of questions of your venue to find out what facilities and/or services are available. Things to ask about could include parking, catering, audio visual equipment, additional chill-out space, security, alcohol and wedding licences, any noise or photography restrictions and any additional fees, such as overtime, corkage or cancellation. It’s also good to know who is responsible for decorating the venue and cleaning it up afterwards!
- Weather Plans
If you are seeking to hire an outdoor venue, you’ll want to ask about bad weather contingency plans. Ideally, outdoor venues are prepared and have plans in place so that the venue can be enjoyed in all weathers.
- Named Contact
Once you’ve made your decision, it’s a good idea to ask for a go-to person at the venue. It helps to have someone you directly contact with any potential issues during the planning stage and of course, on the big day itself.
