How To Choose The Right Event Venue | Your Ultimate Checklist

Choosing the right venue is key to ensuring your event runs smoothly.

At Easthampstead Park, we've hosted many special occassions, so we've put together the ultimate checklist to help you make an informed decision.

Event Venue Checklist

Price 

The cost of your venue will likely be one of the first things you consider.

Make sure it fits within your budget, but don't just look at the base price.

Check for hidden fees or additional charges like AV equipment, cleaning, or security.

Compare multiple event venues to see which offers the best value, and make sure you’re clear on payment terms, inclusions and cancellation fees upfront.

Date

When selecting a venue it's crucial to check the availability of your preferred date before proceeding with a site visit or requesting a quote.

If you're flexible and only have a general month or year in mind, make sure to ask about availability during that time frame.

Additionally, some venues may offer special rates or discounts for certain months or off-peak seasons, so it's worth enquiring about any promotional periods.

Location 

The location of your venue is definitely one of the most important factors to consider.

Choose a place that’s easily accessible for your attendees, whether they’re coming from near or far.

Consider proximity to transport links, accommodation options, and parking, ensuring it’s convenient for everyone involved.

Guest Numbers 

Always know how many people you’re expecting before booking a venue.

Each venue has a capacity limit, so you’ll need to make sure the space can comfortably accommodate your guests.

Whether it’s an intimate wedding or a large conference, ensure the venue can handle your numbers without feeling overcrowded.

Accessibility 

An accessible venue is a must for inclusivity.

Check for ramps, lifts, and accessible bathrooms to accommodate guests with mobility issues.

If you’re hosting a hybrid event, ensure the venue has the necessary tech infrastructure for remote attendees as well.

Parking

Parking is important if many of your guests are travelling by car or your venue is in a remote location. 

Ensure there is ample parking space for your attendees, and check if there’s any cost involved.

It's also worth considering public transport links and whether your venue offers shuttle services.

Wi-Fi and Connectivity

In today’s digital age reliable Wi-Fi is a must for most events.

Check if the venue offers free Wi-Fi and how strong the connection is.

For larger events, you may need to arrange additional internet access or technical support to ensure smooth operation.

Accommodation 

If your event spans multiple days or you're expecting guests from out of town, onsite accommodation can be a huge bonus.

Check if the venue offers rooms or if nearby hotels can provide discounted rates for your attendees.

Layout Types

Consider the layout of the venue and how it can be arranged to suit your event.

Whether it’s a theatre-style, boardroom, or banquet setup, make sure the space can be adapted to your needs.

Be sure the layout allows for smooth flow, good visibility, and comfort for everyone.

Food and Beverage Options

Great food and drink can leave a lasting impression on your attendees, so it’s important to choose a venue that offers quality catering options.

Some venues provide full-service catering, while others may allow you to bring in your own supplier.

Make sure the menu suits your guests’ dietary needs and preferences.

Facilities 

Does the venue have everything you need? Think beyond the basics like seating and lighting. 

Look for extras such as cloakrooms and Wi-Fi.

Check if the venue has a reliable team to set up, monitor, and manage the space throughout your event.

Supplier Restrictions 

Some venues have restrictions on which suppliers you can use.

Check whether the venue allows external vendors and whether they charge extra fees for doing so. 

It’s important to confirm this early on to avoid any last-minute issues.

Flexibility of Space

Look for a venue that can be easily adapted to your event’s needs.

You might require additional space for workshops, networking, or breakout sessions, so having flexibility in the layout is crucial.

Make sure the venue can adjust its configuration to accommodate different activities and crowd sizes.

Staffing and Support

A great venue will provide attentive and experienced staff to ensure your event runs smoothly.

Check if they offer dedicated event coordinators, catering staff, security, and technical support.

Permits and Licenses

Some events may require specific permits or licenses, such as alcohol permits or health and safety certificates.

Be sure to check that the venue has all the necessary approvals in place, or if you need to apply for any yourself.

Backup Options

Unexpected issues can arise such as equipment failure, power cuts, or adverse weather.

Make sure your venue has backup options in place, such as a power generator or a backup room.

It's always good to be prepared, just in case.

Cancellation Policy

Make sure you understand the venue’s cancellation policy in case you need to change plans.

Some venues may offer flexible terms, while others might have strict policies.

It's important to clarify these details so you aren’t caught off guard by sudden charges or penalties.

Be sure to consider getting insurance for your event too!

Insurance and Liability Coverage

Be sure that your venue has the appropriate insurance coverage for public liability, property damage, and any other risks associated with hosting an event.

Most venues will provide their own coverage, while others may ask you to secure event insurance for liability or property damage.

It’s also worth considering taking out your own insurance.

For example many couples opt for wedding insurance to protect themselves in case of any unexpected delays or issues with the event.

Technical Equipment

When choosing a venue make sure it’s equipped with the technical tools you’ll need, such as projectors, microphones, sound systems, and screens.

If the venue doesn't provide these ensure they can recommend a reliable supplier, or if you need to hire it separately, factor that into your budget.

Noise Restrictions

If you plan on hosting a lively event with music or speeches, check for any noise restrictions at the venue.

Some venues, especially those in residential areas, may have curfews or decibel limits.

It’s important to clarify this upfront to avoid any disruptions during your event.

Nearby Attractions

Consider the location’s surroundings and what it offers in terms of entertainment or amenities.

If your event spans multiple days, your attendees may appreciate the opportunity to explore nearby attractions during their free time.

Client Reviews and Testimonials

Take the time to read reviews and testimonials from previous clients.

Real experiences can give you an honest picture of what to expect.

Check both positive and negative feedback to weigh the pros and cons of each venue before committing.

Preferred Vendors

Some venues work closely with preferred vendors and offer exclusive deals or packages.

While this can be convenient it’s worth checking if you have the option to bring in your own suppliers for things like catering, photography, or floral arrangements.

Privacy and Exclusivity

For certain events, privacy and exclusivity can be essential.

Check if the venue offers exclusive hire options so you can ensure your event is private and that no other groups will be present during your booking.

Flexible Payment Terms

Look for a venue that offers flexible payment terms, especially if you need to make large payments over time.

Some venues may offer instalment plans, deposits, or payment deadlines that can make budgeting easier.

Temperature Control and Air Conditioning

Comfort is key to a successful event so ensure the venue has appropriate heating, cooling, and ventilation.

If you're hosting a summer event make sure there's air conditioning and if it's a winter event, check the heating options to keep your guests comfortable.

Sustainability Initiatives

Sustainability is becoming increasingly important in event planning.

If this important for you look for venues that have eco-friendly initiatives, such as waste management, recycling, and sustainable catering options.

There are many ways you can make your event more sustainable too, which you can explore in our article on "Sustainable Event Ideas."

Breakout Room Options

If you're hosting a large corporate event, having suitable breakout areas is important.

Providing a comfortable space where your delegates can gather, network, and unwind is especially important for full-day or multi-day events.

Accessibility for Large Equipment or Staging

If your event requires large equipment such as stages, audio systems, or displays, ensure the venue can accommodate them.

Look for venues with wide entrances, lifts, and loading docks to make transporting and setting up easier.

Venue Reputation

When selecting a venue its reputation plays a crucial role in determining the success of your event.

Look for venues that have a track record of hosting similar events and receiving positive feedback. 

A reputable venue will be transparent and proud of their history, helping you feel confident in your choice.

Frequently Asked Questions Related To How To Choose A Venue For An Event

How far in advance should I book a venue for my event?

It’s best to book your venue as early as possible ideally 6-12 months in advance as a minimum for larger events. This allows you to secure your preferred date and gives you time to plan logistics. However, if you’re organising a smaller event, booking a few months in advance may be ok.

Can I bring my own suppliers to the venue?

Some venues have preferred suppliers or exclusive contracts with certain caterers, decorators, or AV providers, while others allow you to bring your own. Be sure to check the venue’s supplier policies early on and clarify any additional costs or restrictions.

How do I ensure the venue fits within my budget?

Make sure to request a detailed breakdown of costs upfront. Look beyond the base price to account for additional fees such as service charges, catering, and security. If the venue is slightly out of budget see if they offer package deals or discounts for booking early or during off-peak seasons.