Organising an event you are confronted by so many decisions. Choosing the venue will be one of the first things you do but also the largest impact on your event so it is important you select one to suit your event. The venue influences the date, time, catering options for your entire event.
If you are reading this and thinking where do I start? Read below for a guide to allow you to help plan your event and select the best venue for you.
The earlier the better to select the venue for your event. Once you have selected the venue all the other plans come into place, until you have your venue you cannot guarantee the date, time, budget etc.
Book a venue at least 4-6 months in advance so that you will have enough time to plan other critical things that will be in your planning process for your event such as catering and number of guests.
For a local event, you may be looking for a venue within a reasonable distance from most visitors homes or places of work. If visitors are traveling from out of town, a venue near the motorway or transport links will need to be considered as well as parking options. Our venues are in fantastic locations whether you wanted close access to motorways Ecclesfield has excellent access or alternatively if you wanted closer to the city centre out Tapton and King Edwards sites will be perfect for you.
Does the venue have enough parking for your guests? A venue with parking is like finding gold dust many event venues struggle with large amounts of parking whether it be in the city centre or other regular customers using the facilities before, during or after your scheduled event.
You’ll need to know the room capacity of the venues for a few reasons. First, 500 people (if it is your estimated event size) can’t comfortably fit into a room with a 250-person capacity. And second, there are fire and safety codes that the venue has to abide by. It is vital you go and visit the venue to get a feel for the area and the space is large enough for you and your plans.
Does the venue have everything you need? Before your event you will need to make it clear to the providers if you are planning on food and drinks. Facility companies have strict guidelines for equipment and food on their site. It is vital you are aware of what you can and can’t use to avoid additional costs on the day of your event. The provider of the venue may have links with local catering teams that you could use so it is worth asking the question.
Ask the venue provider if they have chairs and tables available for you to use at your event. You should never assume the ones you see on viewing are available for your use. Always ask the question so you can plan for table lay outs etc. You will also need to know how many are available to ensure you are not left embarrassed on the day of your event. This information could save you a great deal of money and time without hiring from an external company.
You will need to find out if the venue have a cleaning team and whether they provide a set-up time or team to assist you. Venues will not always make it clear so again ask the question to ensure you are not charged for any additional cleaning costs or leaving the venue not as you found it.
If you are looking to host an event and are looking for venues we have 4 extremely adaptable sites for you to choose from. Please get in touch if you are looking to host your events. Call us now on 0114 2402308 (Option 2) or email us on firstname.lastname@example.org