A Guide to Finding The Perfect Venue for Your Event

Sep 6

Finding the perfect venue for your event is one of the biggest decisions you’ll make when planning your gathering! Just think about a dreamy wedding, a corporate gala, or your best friend’s surprise birthday bash - the venue is the backdrop and, some may say, the heart and soul of your memories! Totally no pressure.

Let’s walk through the basic steps to choose the perfect spot for your event! We’ve even added some pro tips from our Head of Events, Jess, to help you nail it!

Know your guest list

The first thing on your checklist is knowing how many guests will attend. The last thing you want to do is book a venue that’s too small, leaving people feeling stuffed and claustrophobic. On the flip side, an enormous venue for 50 people can leave guests feeling a little underwhelmed…

Know your audience

Here’s Jess’s first top tip for you venue hunters: “Know your audience, their interests, and what they are looking for out of the event.”

This is so important! Are you hosting a formal black-tie gala or where guests will expect champagne and chandeliers? Or is it a more relaxed, creative/artsy scene where a warehouse venue with ample room for local food trucks and sustainable initiatives might be a hit?

Understanding who your guests are and what will keep them engaged is key when picking a venue that speaks to them!

Set a vibe

Now you need to think about the theme you want. Are you going for a glamorous and chic venue? Or maybe something rustic, unique, outdoorsy, or edgy and modern? The venue should complement your vision. For example, a rooftop lounge with dazzling city skyline views would be perfect for an evening cocktail party, while a charming barn in the woods with fairy lights is great for a laid-back wedding. Once you have your vision and theme down, narrowing your options gets a lot easier!

Be budget conscious

Jess’s next pro tip: “Be budget-conscious and make sure you’re working within your means.”

The dreaded budget. It’s tempting to fall in love with a venue that has everything you could possibly want, but if it stretches your budget too thin, it can lead to stress further down the line. Before you book, you need to:

Set a realistic range
Know what’s included in your venue options
Always ask about hidden costs!

Some venues offer all-inclusive packages, while others might charge extra for things like catering, chairs, lighting, or AV equipment. Do your research and keep an eye on your budget!

Location, location, location

Next, you’ll want to pick a venue that’s easy for your guests to get to. We recommend a venue within a 10-15 minute walk from a “hub”- a location that guests can find easily and navigate their way from. Make sure the venue has good parking and is near public transport links. Convenience is key! Also, if you’re hosting a destination event, check out nearby accommodation and transport options for your guests. Nobody likes a complicated commute.

Think outside the box

Jess’s advice: “Think outside the box! Lots of venues are hugely accommodating, so you can bring in elements that may not be on offer straight up.”

This is where you can get really creative! Just because a venue doesn’t offer something in its standard package (for example, a particular type of decor or entertainment) doesn’t mean it's completely off the table. Ask the venue about customisation options, whether you can bring in your vendors, or if there’s room for some DIY elements to make the venue truly your own.

Take a tour

Now, this might sound silly, but taking a tour makes all the difference. Don’t just rely on those stunning Instagram shots (as tempting as they are!). Schedule a tour and see the venue in person. You’ll get a feel for the size and layout, and most importantly, it gives you a chance to meet the staff face-to-face, providing an opportunity to ask any burning questions you haven’t received answers to yet.

Trust your gut

Lastly, after all the practical details are sorted, trust your instincts. We often say that finding the perfect venue is like finding your dream home. If you can picture yourself, your party, and your guests in the space, it’s probably the one. So, go with what feels right!

There you have it! With these tips (and a little help from Jess), finding the perfect venue for an event can be a fun and stress-free process. Just remember to stay true to your vision, know your audience, and work within your budget.

If you’d like a little push to get started on your venue search, check out our free venue finder right here! Just input your details, and we’ll get browsing for you!