A big part of hosting a successful event for your client comes down to the event space. If the event venue aligns with your client’s goals and your event plan, you’re already halfway there. But finding the perfect venue can be a little confusing if you’re not sure what to be on the lookout for.Â
We’ve done the research and found what to look for in your next private event space. Whether you’re hosting corporate events or a private party, this checklist will help you narrow down the best event venue for your next event date.Â
8 Things to Look for in a Private Event Space
Have your past events fallen short of your goals because the event venue didn’t suit your needs? That is due to several key factors, which we’ll cover below. Keep these considerations in mind when choosing your next event venue location.Â
Location and Accessibility
Location is one of, if not the most important, factors of an event venue. The location determines the venue’s aesthetics and needs to match the event’s theme. The event venue also needs to be accessible to facilitate smooth event operations and a good event experience.Â
When it comes time to look for an event venue, look for centrally located venues that are easy to find and conveniently located–-especially if some of your event attendees are out-of-towners. Proximity to airports, public transportation, or major highways streamlines long-distance travel and is a must for guests who need quick access and accommodation options.Â
To streamline your search, use Perfect Venue’s Marketplace, where you can filter venues by location, amenities, number of guests, seating style, and more. This ensures you’re only viewing venues that meet your specific needs.
Parking is also super important. Not only does there need to be adequate parking for the entire event party and other third parties, but you also need to provide valet services to accommodate guests if the parking isn't front and center.Â
Public transport is especially important if your venue is in an urban setting. Major cities have limited parking options, leaving many to choose public transport. Make sure the venue is close to public transport if you expect a large group of your attendees to use it.Â
Lastly, accessibility features for individuals with mobility challenges, such as ramps, elevators, and ADA-compliant facilities, are crucial. Ask your client if they know of any guests with accessibility issues. Or, use a venue booking platform that allows attendees to leave notes about extra needs.Â
Venue Capacity and Layout
As the event planner, it’s crucial that you guarantee the venue’s layout and capacity match your client’s needs.
To verify that an event venue is viable for you to host events, confirm the guest list size and ensure the space can comfortably accommodate everyone. Overcrowded venues are uncomfortable and sometimes even dangerous, so do a thorough crowd management assessment of any prospective event venue.
However, an oversized space can make the event feel impersonal and empty. So, look for a balance that allows for mingling, seating, and any specific activities planned for the event.
Another key factor is flexibility in layout. Look for venues that offer customizable setups to suit different types of events, from formal banquets to casual networking sessions. You should be able to create a thoughtful and personalized event floor plan.Â
Events also have a natural flow, so pay attention to how the space is arranged. The ideal event venue allows guests to navigate easily between key areas like restrooms, dining spaces, and breakout rooms.Â
Amenities and Services
From networking events to community events, everyone (and, by extension, all potential venues) needs comprehensive venue amenities. From properly functioning bathrooms to audiovisual equipment, the amenities help you, the event planner, add the final touches that bring the whole event together.Â
Many venues offer essential items such as tables, chairs, linens, and audio-visual equipment. Having these items provided can save you time and reduce additional rental costs. Ask about catering and bar services; some venues have in-house teams or preferred vendors. You’ll also need to confirm whether the venue allows external vendors if you have specific catering preferences.
Technical capabilities and support are equally important, especially for corporate or hybrid events. Reliable Wi-Fi, AV equipment, and on-site technical assistance are crucial for hosting a smooth event.
Staff availability is another important consideration. Experienced venue staff will know how to handle event setup, food and drink services, and any sort of event venue troubleshooting. With experienced staff on hand, you can focus your efforts on the finer details of the event.Â
Ambiance and Aesthetic
To host truly special events, you need a venue that matches your theme. A venue's ambiance sets the tone for your entire event. The style should align with your event’s theme, from modern and sleek to rustic and charming.Â
When selecting a space, consider the event venue's existing decor, architecture, and overall vibe. Does your client want a specific aesthetic with a unique layout? Does the venue support the event’s purpose? You wouldn’t necessarily use the same venue for corporate events as you would for weddings. Â
Another major factor to consider is the lighting and the venue’s acoustics. Evaluate both natural and artificial lighting options: Does it make the venue space feel open and invested? Is the lighting and acoustics functional? Will it help enhance the event’s presentation?Â
Poor acoustics can ruin conversations and presentations, so test the sound quality during your site visit. For outdoor events, consider the seasonal appeal. While gardens and terraces are great, make sure the weather conditions and time of year work in your favor.Â
Budget and Pricing
Staying within budget is crucial, but it’s equally important to understand what you’re paying for. Request detailed quotes that outline all included services and potential additional costs, such as overtime fees, setup charges, or corkage fees.Â
Transparency is key to avoiding unpleasant surprises and guaranteeing competitive pricing.Â
While cost is a significant factor, don’t overlook value. Exceptional amenities, popular venues, or outstanding service may justify a slightly higher price. Compare current costs with previous events with similar budgets and themes to help you create an accurate cost estimation.
However, if you’re working with a tight budget to host events, consider off-peak dates or negotiate package deals with your chosen venue. Some establishments also offer payment plans to make payment less of a burden.Â
Reputation and ReviewsÂ
A venue's reputation speaks volumes about its reliability and quality and is critical in helping you choose the right venue.Â
So, before you settle on any one venue, read online reviews and testimonials to gain insights from previous clients. Pay close attention to feedback regarding staff professionalism, cleanliness, and overall guest experience.Â
Beyond online research, you should also take word-of-mouth recommendations from colleagues or industry peers into careful consideration.Â
While it might not always be possible, we suggest always scheduling a site visit. Seeing a venue in person allows you to assess the space, meet the staff, address any questions, and reveal details that photos or virtual tours may not fully capture.
Flexibility and RestrictionsÂ
Policies and restrictions are crucial to ensuring your event runs smoothly.Â
For example, some venues need you to use their preferred vendors for catering, decor, or entertainment—a big issue if potential clients have a specific third-party partner in mind.Â
Before you finalize any bookings, confirm whether your chosen vendors will be allowed to work with the venue or if you need to arrange an alternative. We also suggest you check for any timing restrictions, such as setup and breakdown hours, to avoid last-minute surprises or fees.
Personalization options are another factor to keep in mind. You want your venue to work for your target audience. That becomes difficult, however, if the venue is very strict on decor and entertainment.Â
Always clarify these details before your booking to ensure the space aligns with your creative vision and that it facilitates the planning process.Â
Sustainability and Eco-friendlinessÂ
With sustainability becoming a growing priority, many venues are adopting more eco-friendly practices. Opting for more sustainable venues is a great way to do your part for the environment and market your event planning business to eco-conscious clients.Â
To find these venues, look for venues that prioritize green initiatives, such as recycling programs, energy-efficient lighting, and locally sourced materials. Some venues also go the extra mile by collaborating with local vendors and using reusable or biodegradable materials for catering and decor.Â
Choosing such venues reflects a commitment to sustainability and is sure to leave a positive impression on your attendees—and establish your brand in the industry.Â
Mistakes to Avoid When Selecting a Private Event Space
Keep your event on track by avoiding these common mistakes when selecting a private event space.Â
Not Reading Reviews Thoroughly
Online reviews are your best friend and will highlight hidden issues with a venue. Ignoring them can lead to unpleasant surprises, such as unresponsive staff or subpar facilities.Â
Take advantage of platforms like Google Reviews and trusted industry blogs, which offer detailed insights that can prevent costly mistakes. Read both positive and negative feedback to get a balanced perspective, and remember to take your time.Â
Overlooking Venue Policies
Familiarize yourself with cancellation policies, noise restrictions, and alcohol regulations before signing a contract. Unexpected rules, such as limited vendor options or strict timeframes, can seriously disrupt your event plans. Always clarify the contract terms in writing to avoid miscommunication later down the line.Â
Failing to Match the Venue to the Event Type
A venue that doesn’t align with the client's ultimate goal can detract from the overall experience.
For example, a formal gala requires a sophisticated setting, while a casual workshop might be better suited to a relaxed, versatile space. Swapping the above venue spaces would lead to two completely different events.Â
So, always consider the tone, audience, and goals of your event.
Skipping a Site Visit
While online photos and virtual tours are helpful, they can’t replace an in-person visit. Touring the venue allows you to assess cleanliness, layout, and overall atmosphere. Remember to bring a checklist to make sure you cover all your bases during the visit.Â
Ignoring Accessibility Needs
Overlooking accessibility can alienate guests with mobility challenges or other special requirements. Ensure the venue provides ADA-compliant restrooms, ramps, and elevators that cater to all guests’ needs.Â
Underestimating Weather Risks
Outdoor events are charming but come with unpredictable weather risks. Always have a contingency plan, such as an indoor backup space or rental options for tents and heaters, and keep a close eye on the weather as the event date approaches.Â
Conclusion
Selecting the perfect private event space requires attention to detail and thoughtful planning. Ensure your event exceeds expectations by keeping the above factors, like location, capacity, amenities, and ambiance, in mind when settling on your final choice.
To make sure you get the best possible deal for your client, read reviews, double-check the venue policy, visit the venue, and check the weather risks at the venue's location.Â
Ready to find your next event space? Visit Perfect Venue’s Marketplace to start your search today. With quick search functions and detailed venue specifications, you can easily find the ideal event venues in your area!
