Choosing the perfect event venue is crucial for creating the right atmosphere and experience for your attendees. However, with the vast options available, venue scouting can feel overwhelming. To save you time and ensure you find a space that matches your vision, here are our top 5 tips for successful venue scouting.
Know Your Headcount and Needs
Before beginning your search, clearly define the essential details of your event such as anticipated attendance numbers, room layout preferences, AV/technical requirements, catering needs, parking situations, and more. Having clear parameters based on your event goals makes it much easier to assess venues and their ability to accommodate your must-haves.
If your numbers are flexible, define reasonable minimum and maximum estimations. It’s also wise to plan for 10-20% higher attendance than your confirmed RSVPs in case you have increased walk-in traffic. Event planners typically estimate square footage per person for various floor plans like classroom, banquet, cocktail etc. Take measurements and account for any setup spaces or vendors.
Create a Venue Criteria List
With an understanding of your event needs, develop a custom criteria checklist to evaluate options efficiently. Include items like:
- Location – accessibility for guests, convenience of neighboring hotels and services
- Facility amenities – WiFi access, A/V equipment, catering services
- Room capacity and potential floor plans
- Move-in/out logistics – load-in entrances, equipment storage
- Outdoor space availability – for networking breaks
- Budget fit – rental rates, F&B minimums, other fees
- Staff/service quality and client reviews
- Visualization fit – vibe match for your brand/theme
Prioritize must-haves to quickly narrow venues meeting essential requirements versus nice-to-haves. The list keeps you focused during site visits and proposals.
Schedule Appointments Well in Advance
Top venues tend to book far ahead, so reach out at least 6-12 months before your target date. Many won’t accept inquiries closer than 6 months out. Have your list and any preliminary floor plans ready when connecting. Request the following:
- Facility and room tours showcasing features
- Rate quotes with all potential fees outlined
- Sample contracts and deposit/payment schedules
- Amenities and services available on specific event dates
- Contact info for client references
Book multiple tours in a single day when possible to efficiently compare options. Leave time for any follow-up questions. Venues may request holding your dates with non-refundable deposits.
Evaluate Venues In-Person
Despite online research, nothing substitutes for a thorough in-person evaluation. Set tours 30-60 minutes and come ready with prepared questions. Take notes on:
- Atmosphere, layout, capacity fits your vision
- Cleanliness, maintenance, professionalism of staff
- Location attributes like noise level, street traffic
- Setup/teardown logistics based on your flow needs
- Amenity details from equipment to catering menus
- Possibility to thoroughly inspect ahead of your event
Use your criteria checklist, note pro/con list for each venue, and request quotes to directly compare costs. Reach out following your tour for any new questions or request additional information.
Select the Right Fit for Your Event
Considering your notes and review of proposals, select 1-2 top venue options. Re-visit virtually as needed. Review contracts with your planner/vendor team before signing. Some final selection factors include:
- Confirmed capacity, quote pricing fits budget
- Staff responsiveness during process
- Intangible atmosphere, impression of your event style
- Arrangements for contingencies like weather backup
- Contract clauses for deposits/cancellations
- Gut reaction that it will exceed guest expectations
With diligence in scouting strategies like preparing needs, building evaluation methods, and touring venues well in advance, you can find the ideal space to host your flawless event! Don’t hesitate to revisit venues or areas for your next production as well.
As a full-service event agency, Hydse strives to eliminate stress and hassle for our clients by handling every aspect of the planning process from start to finish. Our dedicated project managers will create a customized timeline to keep your event on schedule and on budget. Contact our team today to discuss how we can help bring your gala vision to life through meticulous planning and execution. We’ll work collaboratively with you to deliver an impactful and memorable experience for your attendees.
