Are you holding a big event in the near future?
Event planning can be a huge undertaking. From sending out invites to deciding on decor and everything in between – there’s going to be a lot to think about leading up to the event. One of the most important aspects of planning is choosing your event location.
Picking a location that suits the mood of your event, but is also convenient to get to and big enough to hold all your guests can be difficult. In this post, we’re going to help you out by giving you a few key tips. Read on and you’ll have 7 things to think about when deciding on your event space.
1. Central Event Location
Your event or meeting venue should be centrally located so that your attendees know where to go and can easily get there. If you’ve got people coming from all over the place, you can think more in-depth about choosing a large city with a big airport. When it’s something smaller, like a work Christmas party, just try booking a venue in your downtown.
2. Get Invite Replies
Before you do anything else, write out a guest list to see how many people are theoretically coming to your event. When you send out invites, ask for RSVPs so that you can get a better idea of the size of the venue that you’ll need.
3. Get Amenities Included
If you don’t ask about the amenities at the building – parking, kitchen, staff, decor, etc. – you may end up with extra charges that you didn’t prepare for. Try and get whatever you need to accommodate your event included in the price of the venue.
4. Considering Your Budget
Sit down with your fellow event planners and come up with a firm budget for the entire event. Your venue shouldn’t take up more than 10-15% of your entire budget, so find a place that fits within that and save the rest of your budget for things like catering and entertainment.
5. Think About Theme
Think about the theme of your event, if there is one. Considering this as you’re taking a look at potential venues will help you narrow them down to a select few. The venue needs to fit with a theme because you’ll need to decorate and if the room doesn’t have the right ambiance, then the theme will be thrown off.
For instance, if you’re holding a space-themed party, then you’d want to rent a suitable venue, like the one at https://www.discoverspace.org/events/book-the-space/.
6. Flexibility
Booking an event venue should provide you with some timing flexibility. If something happens and the event has to be moved or canceled, then you want to be able to recoup your money without penalty.
Find a venue that allows you to change things up if you need to. The best ones will understand that plans change.
Throwing Your Event
Now that you know how to choose an event location to house your event, it’s time to get planning. Once you’ve chosen an event venue, the rest of the planning can comfortably fall into place. Use these tips and book the best space for your party.
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