9 Tips for Choosing the Right Venue for Your Event


Choosing a venue for an event can be quite a lengthy process, especially if you’re still waiting on all the additional aspects of your upcoming celebration, exhibition or networking event such as the number of guests, entertainment, a specific theme and so on.

Finding that ideal venue can be difficult at times but with our helpful step-by-step guide you should be able to find the perfect venue to suit the requirements of your event, whether it’s in celebration of the upcoming festive season or to unveil a new corporate product.

Here are 9 tips you must consider in order to make sure planning your venue doesn’t become a strenuous process.

What’s the Format?

It’s essential that the preferred room format is acquired, so do everything you can to find out what the celebration is all about if you don’t already know. You wouldn’t hold a networking event in a theatre, so it’s essential that the format of the venue you’re looking for meets your requirements.

Consider what your event is all about and make the most of the pictures many venues display on their websites to decide whether or not the format is right for you. You could even use some of the reviews other hosts have provided to come to a well-informed conclusion on the format.

Choose the Location

The location of your venue can be the difference between success and failure so it remains an imperative aspect of any upcoming event. You certainly don’t want to make it difficult for people to access, so nearby parking can be helpful.

Nearby transport links are also essential otherwise a huge portion of your attendees are less likely to turn up. You should also be within close proximity of accommodation opportunities, especially if your event is attracting people from all over the country.

Date and Time

 If you decide to organise your event at a time that doesn’t suit your guests, they’re far less likely to attend. Keep on top of everything happening around the same time and make sure it doesn’t clash.

Timing your event is crucial when choosing a location, as many venues won’t let your event continue past a certain time. Make sure you know exactly what the venue is expecting from you with regards to arrival times and shutting down.

Straightforward Access

Disabled guests will require alternative accessibility facilities in some cases, so make sure your venue can offer this. If disabled guests arrive without the facilities they require, they may feel unwelcome and this can create a damaging image for your event. This is especially important if you are hosting large-scale networking events or weddings where a substantial number of guests will turn up.

The Menu

A comprehensive range of food options contributes significantly to a positive experience for your guests, so make sure you investigate all the catering options your venue has to offer.

Even if you do decide to take up the food responsibilities yourself, having a venue with their own catering options can save you time and make the organisation process that little bit easier. To find out about your chosen venues catering options, do some research on their site and take a look at some of the customer feedback they’ve received in the past.


It’s also vitally important to check up on some of the amenities you’ll have at your disposal should you pursue your chosen venue. Amenities can make the various aspects and features of your event far more convenient and save you time having to plan around their lack of equipment.

If you are going to be carrying out video conferences or using online services at any time, you need to make sure your event has Wi-Fi options available. If you don’t have all the equipment you need to host your event, find out what it is they don’t have and you’ll be able to plan your event around the technology they do have available.


The reputation of your chosen venue is essential as you might find many of your guests or attendees have had experiences they’d rather forget at the same location. In order to discover your chosen venues reputation, simply access their site and take a look at some of the customer reviews.

Instead of making your decision based on one single opinion, check to see if there’s a noticeable trend with regards to their service. It shouldn’t be too difficult to see whether or not your chosen venue regularly lives up to expectations.

The Venue Size

Why waste money on a venue that’s designed for a few hundred guests when you’re hosting a corporate meeting? You should choose your venue based on the number of guests that are set to attend and the general theme of your event.

For example, if you’ve got a Christmas disco planned to end an awards evening, you may need some extra size for a dance floor.  Make sure you have a good idea of the amount of guests who will be turning up and remember to have security at the door with a guest list if necessary.

Visit Your Chosen Venue

Complete the planning process with a visit to the venue itself so that you can make a well-informed decision on whether or not it’s the ideal venue for your upcoming event.

There’s always the chance that the venue possesses some problematic hidden secrets and these are usually only uncovered with a visit in person.

This article was provided by Mike James, an independent content writer in the events industry – working with a small number of companies, including Function Fixers, a FREE venue sourcing service in London – who were consulted over the information contained in this piece.