How to Choose a Venue for your First Event

Last Updated on August 19, 2021

When planning your first event, there is sure to be a lot running through your mind. Are people going to attend? How much will it cost? What happens if something goes wrong?

Although you are faced with many questions, the best thing you can do is deal with each detail as it comes up.

Before you can get into the weeds, the very first thing you need to do is to select a venue location for your event. This is one of the biggest decisions you will make, so you have to consider all your options while comparing the pros and cons of each location.

Here are the top five tips on how to choose a venue for your first event.

How to Choose an Event Venue

1. Set a Budget

You may be surprised at how much it costs to book the space you need at a well respected venue. You may also be surprised to find that the cost from one venue to the next will differ greatly.

What is your budget? How much can you comfortably afford to spend on the event? Once this number is written in stone, it is easier to move forward.

2. Flexibility is Key

Imagine this: you have your eye on a particular venue because you believe it is perfect for the event you are planning. However, when you contact the appropriate party you find that the space is not available for the dates you have selected.

This is why you have to be flexible. Are you able to change your thought process and begin to search for another venue? Would it be possible to move your event to another day?

If you are flexible, the chance of booking the right venue at the right price is much greater.

3. Know what you need

It is easy to believe that a particular venue will have everything you need, however, you should not assume this to be the case.

Make a list of “must haves” and don’t stop searching until you find a venue that can meet your every requirement.

You may have to compromise on some details, but you don’t want to jeopardize the overall success of your event because you took something for granted.

4. How much Space do you really need?

Since you’re planning your first event, there are a lot of unknowns. You need to make your best guess at how much space you need, ensuring that you don’t overbook and end up with a handful of people in a room that can accommodate hundreds.

It is safe to assume that you have a basic idea of how many people will be in attendance. Make sure you have enough space at the venue to comfortably accommodate this group.

Tip: it is better to have a little bit too much space than not enough.

5. Request Multiple Bids

The first venue you speak with may not necessarily be the one that provides the best rate and amenities.

If you take the time to carefully collect and review each bid, you are able to negotiate from a position of power.

Even if you think you have an idea of which venue you are going to choose, do yourself a favor and request bids from at least three.

The Time is Now

Now that you know the basics on how to successfully choose a venue for your first event, there is only one thing left to do: get started.

The more time you give yourself the less stress and pressure you will feel. Once the venue is booked, you can move onto other details—like what social wall you should have—that will improve the chance of a successful event.

We have a lot more event planning articles you may like—in fact, we have a whole category dedicated to event planning on our blog. Check ’em out!