Tips for finding your perfect event venue
Finding a venue that has everything you need can be tricky. There’s a lot to think about and you want to ensure your event goes as smoothly as possible. The first step is to be as organised as you can. The earlier you can start getting things sorted, the better. Chances are you’ll have better availability, more choice and a less stressful time planning everything. We’ve put together a list of our top tips for finding your perfect event venue.
Before you can start looking at venues, you need to work out your budget. Using a spreadsheet system to record all your spending is always handy. You can note down everything you’ve spent so far and roughly how much can be allocated to each item. After the venue has been hired there are typically a few other costs such as decoration and catering. Ensure you budget everything before you make a final decision or make any big spends.
Fit for purpose
The most obvious aspect is that the venue needs to be fit for purpose. Depending on your event, the space you’re looking for will be different. For a cooperate party, you’ll need a large space with plenty of parking and maybe space for a band or DJ. For a more low-key event, you can be more flexible.
The right size
Of course, you need to evaluate how many delegates there will be and the capacity of the venue. No one wants to be in a hot, cramped space. Likewise, having a space that’s far too big for the number of guests will set the wrong mood. If you are struggling to visualise, speak to the venue staff and they can recommend the best space for the number of people attending. On a side note, ensure you get the invites out as soon as possible to maximise the turnout and have a realistic expectation of attendees.
Having a friendly and helpful team behind you during the event is always important. You need people who have experience in throwing successful events and that can be on hand during the night. If you visit your venues prior to booking you can gauge the mood of the staff. If the people you speak to are friendly and eager to help, you’re off to a good start.
A manor in the middle of nowhere sounds serene in theory, but it will seriously limit the number of guests who are able to attend. Choosing a venue which is easily accessible and close to local transport links will allow delegates to get to the event easily.
Matches concept or theme
If you have a particular concept or theme in mind, you’ll need a space which is flexible and can accommodate. Some venues have a selection of spaces and can recommend the right one for you. Make sure you are able to decorate and have things set up the way you want. Some venues have dedicated event coordinators who can help you bring your ideas to life. They can be on hand throughout the night to ensure everything runs smoothly.
Think about which added amenities your event may need. Are there the facilities to host a band or DJ? Will you need presentation and AV equipment at any point in your night? These are all things to look out for. If there’s something more specific you need, don’t hesitate to speak to the venues about it as they will probably be able to accommodate it for you.
And the final word: food. No matter what sort of event you are having, the food is sure to be on everyone’s mind. Think about whether you’d like a lavish buffet or a full sit-down meal for your delegates. If possible, ask for a few samples when you visit the venue. This way you can ensure fresh, quality food. Many venues will work with you to create a bespoke menu so you can decide on the perfect selection for your guests.
If you are looking for flexible venue hire in Nottingham, look no further than Eastwood Hall. We are a modern event and conference venue with 36 stylish spaces, which are ideal for hosting meetings, conferences, weddings and more. We can accommodate all sized events, with room in our event suites for eight to 400 guests. Please don’t hesitate to get in contact with our friendly team today.