Event planning can be very hard and it involves a lot of decision-making. When considering in-person events or hybrid events; venue booking is one of the most important parts of the process. All of the elements of your event production are highly affected by your final event venue choice. Listed below are some essential guidelines to follow when looking for an event venue while dealing with a world pandemic. Let’s take a quick look!

When should you start looking for your event venue?

The earlier you begin looking for an event venue, the greater options you will be able to find. Before selecting and finalizing an event venue, you must consider 3 very important requirements that will affect your decision:

• Venue size;

• Venue budget;

• Space requirements.

Booking your venue 5 to 7 months in advance would give you enough time to concentrate on other important event elements such as decor, catering, bar packages, rentals, and entertainment. 

1. Location

Consider a location that is convenient and easy to reach for your attendees. If you have a local event, you must consider a location close to where most of your guests live. If you are hosting an event with a guest list of people flying in from other cities, then a location close to the airport would be ideal. Whatever location you pick, make sure to give the attendees access to a mobile app with GPS maps, parking details, driving directions, shuttle details, etc. Having exact details helps guests being on time. If your event is at a large venue, make sure to share a map of your location with them prior to their arrival.

2. Parking

Parking space is an essential element at any event venue. Venues may require you to use valet parking or offer a convenient parking lot with a certain amount of spots on site. Not having a parking space can be quite an inconvenience for any event. However, if there is no parking space available, you can communicate with your attendees to consider the  alternatives listed below: 

• There might be close-by parking lots available. You can include the parking cost in the ticket itself or have your guests pay when they park. 

• You can have Lyft and Uber collaborations and offer promo codes to your guests with attractive discounts. 

• You can hire a valet parking company if the event venue does not offer that service.. 

• You can arrange a shuttle service for the attendees. You will need to secure a parking lot as well.
  

3. Venue Amenities and Services

While looking for event venues, it is important to check for key amenities and event services.

A venue offering a kitchen, a cleaning crew, in-house rentals, and a built-in AV will certainly be more convenient than a raw space in which you will need to provide all of the elements listed above. Here are some considerations to keep in mind when choosing a venue:

• Booking a venue with a kitchen available to use has certainly its advantages and will save you money down the line. When a venue does not offer a kitchen the caterer will need to rent kitchen equipment and that will add to the cost of your event.

• Another important element to consider is the availability of in-house rentals such as tables, linens, chairs, etc. If the venue does not offer rentals you will need to hire a rental company to provide all of the furniture rentals needed and that will represent an added cost to your overall event budget;

• Booking a venue that offers a cleaning crew is essential during a pandemic. 

• Bringing in Audio and Video equipment for your event can be extremely pricey. Choosing a venue that offers built-in AV and lighting and can include it in your rental fee is definitely something to consider when producing an event on a budget.

4. The Venue Capacity

The capacity of the venue is another essential element to keep in mind, especially during a pandemic. In times like the ones we are living in, when social distancing is a lifesaver, you cannot book a venue that is too small for your guest count. When booking a venue during Covid-19 times you want to make sure to book a space that can accommodate at least twice the number of your guests.

5. The venue decor and overall  “vibe”

When choosing a venue you should always keep in mind the type of vibe you want your event to have. That will help you select an event space that already features some of the elements and decor you are looking for. Renting a blank space and having to bring in all of the decors can be extremely expensive but if your budget allows it there is no limit to your imagination.

Frequently Asked Questions (FAQs):

Q. What is the difference between venue and location?

A. A venue is a specific spot, position, or place where something happens, especially an organized event such as a concert, conference, or sports competition however an event is where a given occasion is to occur.

Q. What are the most important things to look for when searching for the perfect venue?

A. Cost, Ambiance, Services and Amenities, Location, Capacity and Minimums, Parking, Layout, Accessibility.

Q. How many venues should you look at for a wedding?

A. There is no set rule on how many venues to scout before booking your dream wedding venue but considering 4-5 spaces and comparing pros and cons is always a great idea. You can start filtering and selecting the venues that better fit your needs, set up an appointment to tour the spaces in person and request preliminary proposals. With all this useful information in your hands you can be sure you will pick the wedding venue that better works for you and your guests.