Organizing a big event involves a lot of moving parts, but choosing where to hold the event can really help put those pieces in place. Here are some factors to think about first when choosing an event location.
cost
This is one of the most basic factors. What is the budget for the event? A lower limit may further limit the options, but on the other hand, there are ways to make any type of event work. A company picnic in a public park, for example, or a concert at home. For larger gatherings, such as business conferences and weddings, many hotels offer great packages and/or services and amenities that are well worth the price.
When thinking about budgeting, keep in mind that many places require hosts to purchase insurance in case something goes wrong.
Rent, Parking, Accessibility
If the event venue is too inaccessible, it will definitely spoil the festivities and cause additional stress for both the coordinators and the guests. If people come from all over, it’s best to have convenient (preferably free) parking nearby. There are ways around this, depending on your price range and location: valet parking, public transportation, shuttles, carpooling, uber, and more. If parking is going to be an issue, look into which of these might work for you.
In some cases (conferences, destination weddings, campus parties), all or most of the attendees will already be staying at the same venue. Most of the time, it’s easier to host the meeting there. Check with the hotel, university or other organization to see what your options are.
Capacity, Size, Design, Accessibility
These related considerations are also key. Event venue fire codes and other safety considerations will determine how many people can attend, so plan accordingly. Even if the capacity allows for the expected number of attendees, make sure it is not too small or inconvenient for the planned activities. (Is there room to dance? Are there spaces to sit and chat?) Also consider accessibility for wheelchairs, bathroom changing tables, and other accommodations depending on who will be attending.
Ambient
Almost as important as the physical space is the ambience of the room. Hosts can bring their own decorations, but it’s more work if the starting point is far from reality.
Food, drinks, A/V and other services
Often an event venue will have a kitchen that can be used. Many will provide catering or have agreements with specific vendors. Hosts are sometimes required to arrange vendors themselves; if so, you need to find out what each provider requires (access to power outlets, for example) and see that these things are available.
Make sure to find out what the bar situation is like too. Many, but not all, places have staff and liquor on hand.
Audio and visual connections are key. Will there be live music? A slide show? So preparation is a must. Running sound and video is a job for experts. Be sure to find out in advance whether or not the venue provides staff for these jobs. Find out if the venue also provides other staff (setup, cleaning, wait service).
Think about these factors with your particular event in mind, and you’ll be well on your way to finding the perfect event venue!
