An event of any kind is only as good as the venue in which it is held. For professional party planners, assistant managers looking to book a corporate event, or picky brides-to-be, this can make choosing a venue daunting.
Luckily, there are some common mistakes that people make that you can avoid, which will ease the process and, hopefully, reduce stress at the same time.
Overlooking your Budget
You are seeking to book an event rental space, and the first thing you need to think about is your budget.
Of course, based on where you are located and where you want the event to occur, there will be different prices involved. So, when drawing up a shortlist of venues, have a set price in your mind to prevent overspending.
Ignoring Location
The location of your event says a lot.
However, depending on the event, you will need to have different perspectives on where it is held. For example, if you are looking to book a venue for a business event, you will want it to be accessible to the attendees. Many people opt for a venue close to a city centre, with easy transport links.
For a wedding, you can be a bit more varied, but there is a need to consider long-distance guests. Are there hotels nearby? Is the venue accessible? Or, if you are planning to get married at a hotel, are there enough rooms available for everyone to spend the night comfortably?
Not Determining Your Needs Early
What do you need from the venue you are booking?
For business bookings, it is usually a conference room, seating, and access to lighting and a stage. For a wedding, it is usually a large, photogenic space that you will be able to look back on fondly. When you have an event that is being drawn up, you need to determine as early as possible what you will need at the venue to ensure that the event occurs successfully. This will stop you from wasting time with unsuitable venues and will help you get that booking in early.
Booking too Late
OK, so there are times when a party or other event is planned late, and it can’t be avoided.
Ideally, you should aim to book any location at least six months in advance to ensure that you get the date you want and that you have the time to prepare for the party or gathering. Especially in the summer months, certain venues will fill up quickly, and while they usually offer a reserve list, if you have a set date for an event, you will want to book it as soon as possible to not leave anything to chance.
Not Visiting the Site
Suppose you are planning a party where the theme is the 1980s or another more contemporary fancy dress. Would booking an events venue that has themes of Georgian England suit? Not really.
Before you sign any paperwork relating to an event space booking, always be sure to visit the site. Even though it may look good online and in photos, you should make sure that the photos are accurate. Check any kitchen facilities, toilets, and ensure that all of the fire alarms work. It may seem overly cautious, but it’s always best to be prepared.
