Things to Consider When Choosing an Indoor Event Venue
When it comes to event planning, one of the most important decisions to make is the venue booking. The event space can make or break the event you’re hosting, so venue consulting is very important and should be prioritized. So, you may be asking yourself, what is an indoor event venue? Indoor event spaces are indoor locations for the hosting of various occasions such as weddings, conferences, galas and so forth. Piovra Group also features some unique film location rentals and photo shoot locations in Los Angeles. Now let’s figure out how to choose the right venue for your event.
Tips to Choose the Right Venue
1. Facility Features
The first thing you will want to consider is the venue’s facilities they have to offer. How many guests are going to attend your event, and do they have the appropriate number of restrooms available? Will you be having live entertainment, and do they have the AV equipment to support it? It’s also important to ask the right questions so you know what you will need to hire for or outsource. Does the venue have a cleaning crew? Do they have onsite staff to help with coat check, valet and so forth? What about a kitchen? Will you need to hire catering and wait staff? What facilities are included in an indoor event venue can make or break the venue you end up choosing. These are the details you will want to think through as you begin planning your event because one venue may become more appealing over the others depending on what they have to offer.
2. Capacity
Next, you will want to consider the indoor venue capacity of the venue to make sure it’s the right space for the size of event you’re trying to host. If you are hosting a more intimate event, viewing venues that are smaller and have defined rooms and spaces may be what you’re looking for. If you are hosting a larger event with quite a long guest list, you may want a space that has an open center space for people to spread out and mingle. The worst thing that can happen at your event is miserable guests because it's too crowded to move, or awkward space because your guests can’t fill the venue. You can always look at the attendance history of events to see what the venue has hosted in the past.
3. Transportation
You will also want to consider how people will get to your event. Is there public transportation nearby that makes your event accessible to everyone? If people are driving, is there a parking lot close by or available street parking? You will want to consider the logistics of transportation to make it as easy as possible for your guests to arrive at the event. Knowing the demographic of your guests is very important so that you can better plan for how they move about. Is affordable parking a priority for them? Or do they constantly valet everywhere they go? This will help you plan and ensure that your event is a success.
4. Cancellations
Finally, you will want to investigate the venue’s cancellation policy. Looking over the contract a venue has in place for cancellations is important. When you do so much work on your end to plan, organize and promote the event, you want to make sure it doesn’t fall flat when a venue cancels at the last minute. Making sure they have limited reasons for canceling is important, and ensuring they have damages listed and what would be owed to you as a client is crucial. Discussing a plan B or future dates to reschedule should also be a part of the conversation if this were to happen.
Whether you’re in search of outdoor event spaces or indoor event spaces, we would love to have a conversation with you to see how we can meet your event’s needs. At Piovra Group, we believe in making the event planning process as easy as possible for our clients, and having numerous venue partnerships in the industry allows us to find you the perfect space.
Frequently Asked Questions
Q: If I don’t see anything about cancellations in the contract, should I bring it up?
A: Absolutely. This protects you as the client and ensures you and the venue are on the same page if something were to happen.
Q: What if I have a range of guests that could attend, how should I choose a venue?
A: We recommend choosing a venue that can host the maximum guests you plan to attend, but also maybe has different spaces within the venue to offer in case the guest count ends up being smaller than you intended. This eliminates awkward, empty space from your event.
Q: What if there isn’t public transportation around the venue?
A: That’s where knowing your audience and the guests that will attend is crucial. If public transportation isn’t important to them, you should have no problem. If that is your guests’ main way of commuting, you may end up with less people attending your event.