View of the entrance to an event venue with red and gold flowers surrounding it

When planning your event, one of the most important decisions you’ll make is choosing where to host it. While the hunt for the perfect venue is no easy task, we're here to help! Let’s make the process a little bit easier by reviewing the five key elements you should consider when evaluating potential venues.

Ambiance and Atmosphere 

What kind of experience are you aiming to create at your event? Your venue plays a big role in cultivating the overall mood and atmosphere. When looking into the types of spaces available, remember that you have a lot of options; think outside the stale conference room. More and more, guests are looking to visit unique venues that really step up their experience. Try hosting in a trendy location that fits the vibe of your event, such as in an art gallery, popular restaurant, loft, museum, or purpose-built pop-up. 

 

Person holding up glowstick at concert with bright color lights surrounding them

Capacity and Minimum

One of the easiest ways to narrow down what venue you should go with is by determining the number of people that will be attending your event. The venue size and capacity needs to be just right: too small and it will seem crowded, but too big and it will seem under-attended and you’ll end up spending money on unused space. Consider your past events, and ask yourself if your audience size has changed since then. This will help you get the right idea for the capacity you’ll be needing. Most venues will be able to provide numbers for the amount of people who can comfortably fit inside to help guide your decision.

 

View of an empty theater with banners on the side

Budget

Always keep your budget in mind! You need to determine how much you are planning to spend on a venue and think about how flexible you are to adjust it, if needed. Plan as far ahead as you can in advance to reserve a reasonable rate. The earlier you start looking, the better. Contact the venue to get quotes for different times of the week, month and year, and schedule your event for the most budget-friendly time. If you need more help learning how to manage your budget, check our blog that’ll give you the tips you need to manage like a pro.

Person holding phone with calculator open in their left hand and writing with pen on a sheet on paper with their right hand

Extras and Amenities

Some venues offer more than just a space for guests to gather. You’ll want to consider whether having a kitchen, catering, clean-up crew, lights, tables and chairs, and more, would be right for your event. For example, if you’re planning on providing guests with food and beverages, picking a venue with a kitchen would be ideal. Do your research and learn what other amenities are available. Most importantly, find out what is included in the bill or contract and what isn’t. That way, you can plan accordingly for what you will need to provide on your own. 

 

Catering person holding a platter of food

Check Acoustics and Music

If you are planning to host a music event, seminar, talk show, or even just have some music playing lightly in the background, the acoustics inside of your event matter. People sitting at the back should be able to hear guest speakers or artists perfectly, and guests shouldn’t have to shout to be heard over the music. For this, there are two things you need to consider:

  • A/V Equipment: some venues have their own A/V equipment for you to use. Go to the site beforehand to test it and verify that it is in good shape and that you and your team feel comfortable using it.
  • Infrastructure: this is essential if music will be a key element at your event. If this is the case, the ceiling, walls, and floors need to be appropriate to host a music event. They can minimize echoes and determine whether the music will be heard clearly or not.

A pair of hands working with a sound system

Get to Planning

Choosing the right venue for your event is a huge decision. Take your time, consider these five things before choosing your space, and you’ll be covered. Don’t be afraid to think outside the box and get creative when it comes to finding a place to hold your next event, no matter how big or small.

 

Once you choose your venue, set up your event on Passage and start selling tickets in minutes. Schedule a demo with a member of our team to see just how easy it is!

 

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