How to Choose the Perfect Venue for Your Event

1. Your Guest List and Event Type

Before you fall in love with your perfect location or stylish decor, figure out the size and purpose of your event. Are you hosting an intimate dinner for 30 or a corporate conference for 200? The type of event you’re throwing will dictate a lot about the space you need – from seating capacity to layout flexibility.

Tip: Always assume a few extra guests will show up. Better to have some elbow room than run out of chairs!

2. Location, Location, Location

It’s essential for event planning. Think about accessibility for your guests. Is the venue easy to reach by public transportation? Is there parking available? If guests are flying in from abroad, does the venue have nearby accommodation for guests traveling in?

If your guests are local, something central is best. If it’s a destination event, make sure it’s worth the trip. Also, consider how convenient the area is overall—are there nearby stores for emergency purchases, or coffee spots and lounges for guests to relax before or after the event?

3. Ambiance & Aesthetic

The venue sets the tone for your event. If you’re hosting a formal business meeting, a rustic barn might not be the best fit (unless you’re in the agriculture industry). Check out the lighting, decor, and overall feel of the space. Ask yourself: does this align with the look and feel I want for my event?

4. What’s Included (And What’s Not)

Some venues offer full-service packages with catering, furniture, lighting, and even a coordinator. Others are a blank canvas, and you’ll need to bring in your own vendors. Be clear on what’s included in the price and what will be an additional cost.

Questions to ask:

• Is catering in-house or can I bring my own?

• Are tables, chairs, and linens included?

• Do you provide sound equipment or do I need to rent it?

• Do you hire the staff or do I?

5. Flexibility and Restrictions

Every venue has its own rules. Some are flexible and laid-back, while others are more strict about things like music volume, end times, or vendor choices. Make sure the venue’s policies align with your vision and timeline.

For example, if you’re hosting a late night dance party, don’t choose a venue with a 10 PM closing time.

6. Money, Money, Money, Must be Funny…

It’s easy to get swept up in your vision for a space and forget the numbers. Set a clear budget early on and ask about all potential fees: service charges, overtime costs, cleaning fees, security deposits, etc. You don’t want surprises when the invoice arrives.

7. Visit In Person 

Photos are helpful, but nothing beats seeing the space in person. Walk around, imagine your event there, and don’t be afraid to ask questions. Bonus: meeting the staff gives you a sense of how helpful and responsive they are.