How to Choose Private Event Venues: Complete Guide

As an event planner, there is no better feeling than finding the perfect venue for your private event. 

But getting there can be difficult. Whether you’re new to event planning or a seasoned event planner with years of experience, there’s no denying that finding the perfect venue is often daunting, exhausting, and stressful. 

Fortunately, it no longer has to be. We’ve created this complete guide to choosing private event venues to make the process a breeze.

From the perfect venue marketplace to questions to ask before booking, follow this guide to make your next event your best one! 

The Importance of Choosing the Right Private Venue 

The private venue you choose for a client is much more than just an event space. It’s the foundation for the event. It’s here that you’ll build every detail of the event.

Selecting the right private event space is critical for a few reasons, chief among them: 

• Event Goal Alignment: Event goal alignment is a must for creating a cohesive event. This is especially true if you’re planning a corporate event. The venue should reflect the event’s tone and purpose and have space for branding if you’re hosting a corporate event. 

• Improved Guest Experience: An event is about so much more than its theme. The private venue’s layout, ambiance, and size all contribute to the overall guest experience. Because private venues offer different sizing, layout, and amenities, choosing the right venue can be the difference between success and failure. 

• Streamlined Planning: Good private venues provide equipment, such as audio-visual equipment, decor options, and catering services, to reduce the need for outside vendors. The ideal venue has everything you need to plan and execute flawless events. 

• Easy Logistics: A great event space comes with dedicated space for parking, accessibility features, and nearby accommodations for smoother private event logistics. 

When you understand what your client wants and know what to look for when browsing venue marketplaces, you can choose the venue that best suits your client's needs. 

What to Consider Before Choosing a Private Event Venue 

Before you commit to any one private venue or dedicated service, it’s important to consider whether it’s the perfect fit for your client. Here’s how to do just that. 

1. Consider Event Requirements

 Before getting into the event search, consider the event requirements: 

• Event Type: What type of event is your client hosting? Should you search for wedding venues in the area or something more suited to a corporate event? 

• Guest Count: How many guests will be attending? Estimate the guest count so you can find a private venue with enough capacity. 

• Location Preference: Choose a location near your target audience or in your client's specified area. Remember to consider accessibility and parking. 

2. Evaluate Venue Features and Amenities

Private venue features and amenities can make or break an event. This is especially true with special events, especially if your event’s theme is unique and requires more customization options. 

Keep these features and amenities in mind when looking for a private venue: 

• Venue Technology: The ideal private event space has modern venue equipment to make the event better. For example, a reliable venue sound system is a must if you’re hosting live music at your event. 

• Catering Options: Catering is important, whether you’re planning a corporate dinner or planning someone’s dream wedding. So, make sure you ask if the venue offers in-house catering options or allows third-party vendors. 

• Decor and Customization: Personalized attention is key to creating a memorable experience for guests. Ask your shortlisted venues if they allow event planners to personalize the event space. 

• Accommodation: Your guests might need overnight accommodations depending on the event type. If you need this, make sure there are accommodation options near the venue. 

3. Consider the Ambiance and Style 

The event experience depends on the ambiance and style. It is essential that the details align with the venue to create a specific vibe or theme. For example, if someone wants to host a rustic wedding, it would make much more sense to choose a venue with outdoor space and maybe a barn. 

On the other hand, special events like a corporate meetup or a product launch would benefit more from a modern, formal setting. 

So, remember to keep the event ambiance and style in mind when choosing event spaces for different event types. 

Tips for Choosing the Best Private Event Space 

If you’re unsure how to book the perfect space for your event, then follow these practical tips: 

• Start Early: The best private event venues tend to have long waiting lists. Do your research and book the venue as early as possible to secure your spot. 

• Prioritize Flexibility: Don’t put all your eggs in one basket. Have a few backup event venues available in case your top choices aren’t available. That way, you don’t risk running out of viable options. 

• Streamline Communication: Clear communication channels with vendors, clients, talent, and the venue itself are critical when planning an event. Streamline communication to ensure nothing is overlooked when booking your event space. 

• Use Professional Tools: Use professional tools to streamline the booking and event planning process. A great example is the Perfect Venue Marketplace, where you can search for top-tier venues near you. Event planning apps are also immensely helpful to keep all your planning in order during this time. 

Questions to Ask Before Booking 

To avoid costly surprises or operations issues down the line, ask your shortlisted venue spaces questions about the event space. Don’t hesitate, and don’t be afraid of asking “silly” questions. A professional event venue won’t shy away from the details. 

If you’re unsure where to start, here are a few example questions to get you started:

• What amenities are included in the venue booking? 
• What is included in the rental fee? 
• Are there any additional costs for hosting events at the venue? 
• Are there restrictions on vendors and decorations? 
• What is the private event cancelation policy? 
• Do you require any specific permits? 
• Do you require insurance? 
• What does the venue contribute on the event date?

Why Use a Venue Marketplace? 

Looking for venues the traditional way can be time-consuming—which is a waste, considering there is a much better, more efficient way to find venues today. 

Venue marketplaces, like the one offered by Perfect Venue, streamline the venue search process, bringing you right to all the best options in your desired location. Using a marketplace guarantees access to comprehensive listings, verified information, and search filters. 

You no longer have to call multiple locations, browse dozens of websites, and waste hours driving to multiple different locations to figure out venue layouts. Instead, you can use a venue marketplace to search for a venue that matches your theme, capacity needs, and budget. 

Common Mistakes to Avoid 

Booking an event venue is a major financial commitment. Making a mistake can cost you and raise your stress level through the roof. Luckily, we’ve done the research and found a few common mistakes that many event planners overlook. 

Keep these common mistakes in mind when looking for and booking your next venue: 

• Don’t Ignore the Fine Print: To book a venue, you have to sign a venue contract. The fine print is where you’ll find all the contract stipulations, like cancellation fees. Reading the fine print will also help you avoid the most common venue hidden fees. 

• Double Check Capacity Limits: Overbooking an event can be dangerous, uncomfortable, and detract from the guest experience. Whenever you’re looking at a venue, always get detailed capacity limits, including indoor and outdoor space. Make sure you leave room for error to prevent guests from overfilling the space. 

• Always Have a Backup Plan: Part of being a great event planner is the ability to adapt. From bad weather at outdoor events to venue shutdowns, always have a backup plan in mind. That includes having an extra venue in mind in case your first or second choice doesn’t pan out. 

• Don’t Skip Site Visits: While photos are a great way to get a feel for a venue, they won’t make up for the real, in-person experience. To ensure the event space fits the bill, visit your shortlisted venues to check the in-person dimensions and amenities. 

Conclusion

Choosing the perfect private event venue is an essential step in the planning process. By understanding your event’s needs, evaluating key features, and using tools like the Perfect Venue Marketplace, you can simplify your search and create an event that leaves a lasting impression.

Ready to find the perfect venue for your next event? Explore our venue listings today to discover spaces tailored to your unique needs!