An event’s level of success can often be solely based on its venue. So for event planners, this is a crucial aspect of their job to get right. There are a number of things you need to consider before you can decide on a venue; from its capacity to its location. Here is our guide on how to pick the perfect function venues for your events.

Why are Function Venues Important

As an experienced event planner, you will already know the importance of choosing the perfect function venues, however, if this is your first time planning an event, then we have put together everything you need to know. A great venue in an ideal location can often make up for a mediocre event, providing all other aspects of the organisation run without calamities. However, no matter how good you are at event planning, if the venue you have chosen for your event is wrong, no amount of help will be able to turn things around. Here is what we suggest to keep in mind when you are looking around venues for your event.

You need to start looking for your venue at least 4-6 months in advance to make sure you are guaranteed the place you want and so that you have enough time to plan the other aspects of the event. Once you have decided on the venue, you wish, planning the rest of the event will be easier. You will then know how to decorate, lay out the room and get invites out as soon as possible. Initially deciding upon your venue is an excellent base to start the rest of the planning and organisation process.

table plan

The Size

You should consider the capacity of the venue before anything else. Finding the ideal size takes careful precision and accuracy; it shouldn’t be too big or too small for the number of guests you have attending. Many event planners now will establish a working relationship with two or more venues helping to save time costs when planning the logistics. However, bear in mind that this venue may not be appropriate for all events that you organise.

The type of event you are organising should be at the forefront of your planning, especially when it comes to deciding on a venue. If you are planning a more intimate event, the space you require will be inferior to a large-scale public occasion. You don’t want to have to turn people away on the door if the venue you have chosen is too small. Public events will more often than not, require more scope.

The Configuration

Determining the most appropriate venue layout for your event depends largely on the type of event you are in the process of planning. If your event has an entertainer who is the focal point, then the ideal venue layout would be one large open space, free from obstructed views. You want to make sure your entertainer feels there are in the prime position for the role they are playing throughout your event. You want all of your guests to be able to see from wherever they are in the room. However, if the entertainer is purely there for a more background role, then booking a unique shape room is acceptable.

trumpet band

Sounds and Accoustics

If you are planning a musical event, then it is vital to ensure the sound quality and room acoustics are of a high quality. If the venue you have chosen does not provide a good enough sound system, then you will need to reconsider where to host the event. The acoustics are also a necessary aspect to test out beforehand. Bad acoustics will make it impossible for your musical entertainer to put on a good show. Look into venues that are known for hosting music events and concerts; these are far more likely to be already equipped with good quality sound systems.

Accomodations

It is expected of many entertainers now to be provided with their own room where they can prepare for their performance without disturbances. This is something you need to consider when looking into venues. The entertainer is much more likely to work with you again in the future if you provide them with a place to unwind after the show. The venue should contain a room only accessible to the entertainment team. The entertainer will especially appreciate it if you also provide food and drink in this area. The entertainer is far more likely to put on a good show if they have been treated well beforehand and following the show.

marquee

Location of the Venue

As an event planner, you may be responsible for covering entertainer travelling and accommodation costs. If this is the case, then to work in your favour, you need to make sure the venue is nearby to the entertainer, or you have provided adequate accommodation for them. Making sure the venue is close to major airports will also cut down on your travel expenses and make the event more desirable for your entertainment and attendees.

Also, depending on the type of event you are organising, you will also need to consider how the time of travel will impact your guests. If you are planning a national event, then this is less of a problem, but if it is a more intimate local experience, then you will need to ensure it is adjacent to public transport or provides sufficient parking facilities. You may also need to pre-book coaches, minibuses or taxis for some guests.

Summary

In order to find your perfect venue, you need to carefully consider how its location, size, and configuration will impact your entertainment, guests and other vendors involved. It is essential to identify what venue requirements you need and what will help you to achieve the most successful event possible. If you are looking for unique entertainment or photo booth hire in London for your next event, then we provide a high-quality service, ideal for any form of event. If you have enjoyed our article then we’d appreciate it if you could give it a share on your social media.