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The Importance of Choosing the Right Event Venue

November 28, 2022 /
Conex /
Right Event Venue

We’ve all been to good and bad events in our lifetimes. If you want to avoid your next shindig from joining the latter then it’s well worth looking at where it all begins: the right venue for your function.

If you want your reputation to be cemented as a top event planner, then you’ll need to do some forward thinking and research to make the day or night as fantastic as it can be. We’ve compiled a list of choices you’ll need to make that will take your event to the next level and leave a lasting impression.

Without further ado, let’s take a look at what factors you should be considering when you’re looking for the perfect event venue.

The right location

This is top of the list for a reason: the right location will be everything to the success of your event.

The very best events strike a balance between the practicalities, like proximity to public transport and parking, and the pull of the venue itself. If you’re hosting in a truly spectacular space then the balance here can change, but ultimately it depends on what kind of event you’re planning for and who’s the target audience.

The best location doesn’t always mean the most expensive or impressive, either. Attendees will appreciate a venue that’s easy to get to with stunning decor over that must-have view of the water that’s way out of town.

The right size

When it comes to an event, you want a ‘Goldilocks’ venue size: just right. Go too big and the space will look empty and lack atmosphere, while going too small will affect the flow of the room, put a strain on the facilities and fray people’s nerves.

Consider your guest list numbers and plan for a roughly 30% attrition rate to work out what size venue you’ll need to make it feel busy, yet giving everyone plenty of space to walk around..

Equally, if you have the budget or need for a larger room but also want the option of closing off parts of the space to create a more intimate feel, you can look at temporary wall solutions to achieve this.

The right facilities

Facilities are the unsexy parts of an event, but that have a big effect on your guests if they’re not up to scratch. Consider the amount of toilets per person ratio to avoid long queues at peak times. Review your invite list and whether you have any guests with accessibility needs that may need more time or a different way into the venue altogether. If ignored, all of these add up to small pain points that can leave the event falling flat.

It’s often the little things that people don’t necessarily notice right away that can contribute to an event being enjoyable for all of the guests, so don’t miss out on improving this experience wherever possible.

The right vibe

Ever been to an event that promised the world, but ended up being disappointing or just forgettable? That’s often down to the atmosphere, or vibe of a party.

What the right feel for your event will be depends on what you aim to achieve from hosting and who you’re inviting. For instance if you’re doing a product launch for Gen Z, you’d want to consider a venue that’s in line with your brand but still comes across as playful and fun. The venue you select will go a long way in achieving the right atmosphere.

There’s no right or wrong answer here, but thinking ahead will help you to shape the narrative you’re after as soon as your guests walk in.

The right acoustics

This is a surprisingly subtle factor that can make or break your night. The last thing you want at your event is people struggling to hear in an echoey chamber of a room, or the brilliant band you’d picked out lost over the noise of chattering.

It’s worth thinking ahead about what the night’s agenda will look like – will there be speeches where quiet is needed, or is it more of a dancing affair? Considering this beforehand will help you to decide whether a venue’s acoustics will work for the event.

It’s also worth looking into temporary installations that can help to influence the acoustics without extra hassle.

The right food and drink

Event venues often come with catering packages at different price points, depending on what you need. This is a great opportunity to create something special if you’re having a theme for the night, or just want to impress guests with high-quality hors d’oeuvres and bowl food. You may even be able to ask for some off-menu items to be served or bring in your own waiting staff, depending on the venue’s policies.

Don’t forget to cater for any dietary requirements and provide at least one special non-alcoholic drink, like a mocktail – it’s these little touches that make all the difference to guests.

The right ‘wow’ factor

We saved the best for last – adding in some more unusual and unique elements to your event venue can skyrocket your success. While your average networking event may not need the boost, a special shindig can really benefit from a showstopper part of the evening that everyone remembers long after the party.

Perhaps the venue itself has a history and a candlelit tour could be arranged for guests, or a specially designed menu by a top chef is part of the venue’s package – whatever it is, consider adding in these experiences to make the event more interactive and give people a talking point for the next week.

Wrapping up

All of these components will have different weights in your decision-making process depending on what kind of event you’re hosting, but this list is a great place to start when looking at the right venue for your event.

No matter where you choose, the main thing is that your guests have a good time – and our range of temporary installations can take your event to the next level.