Choosing Your Venue

Choosing the right venue for your event is important as it sets the stage for the overall experience, influencing accessibility, functionality and attendee comfort.

There are many factors to consider when choosing an event venue including size, location, cost, and facilities. The physical location in which your event occurs is a core piece of its identity, and the ability of the venue to cater to the needs of your target audience is a key factor in your attendees’ experience.

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Choosing the right venue

There are five key steps to selecting the right venue for an event including:

  • Identifying the event’s goals and requirements
  • Researching potential venues
  • Visiting and evaluating venues
  • Negotiating the venue rental contract
  • Securing the venue

Alignment with the Purpose and Goals of your Event

  • Your venue should support the objectives of your event. For example, a corporate gala or conference may might suit a high-end hotel venue, while a music concert may be more suited to a stadium or bar.
  • Ensure the venue’s ambience, identity, services, and location help achieve your event’s goals and add value to your attendees’ experience.

Size & Capacity

  • Venue size and capacity are two very important factors – how many people can fit and how comfortable they will be in that space?
  • Overestimating is better than underestimating – consider both standing and seating capacities, and account for any additional space needed for stages, activities, exhibits, or catering setups.
  • Consider the movement of attendees around the venue space and how the scheduling of activities will affect the venue’s ability to cater to the crowd’s fluctuations.

Location & Accessibility

  • The venue’s location should be easily accessible and convenient for all attendees.
  • Depending on the scale of your event, you may need to consider the proximity to carparking facilities, public transportation, airports and accommodation.
  • A central location is generally preferable, but the right venue might sometimes be in a more remote area if it offers unique advantages.
  • Consider both external accessibility to the venue and internal accessibility to the different zones or areas for your attendees.

Budget

  • Budget considerations are paramount. You should factor in the venue rental cost, and any additional expenses that may be required to operate the event at that venue. A more expensive venue might be more cost-effective if the hire agreement includes essential services that would otherwise be additional. Additional expenses to consider include:  
    • Parking (does the venue have parking onsite?)
    • Audio visual equipment / services
    • Extra space (luggage/bag or coat check or breakout room)
    • Licences (do you need a venue with an alcohol licence)
    • Staging
    • Lighting
    • Portable toilets (for an outdoor venue)
    • Fencing
    • Security services
  • Venues may calculate costs differently – different price models can include overall venue hire with list of inclusions, cost by space, cost per person, or minimum spend.

Amenities, Facilities & Contracted Services

  • Ensure the venue can provide any essential amenities to your event and its attendees or be prepared to plan for the provision of these yourself.
  • Services such as food and beverage, Wifi, power supplies, accommodation etc may or may not be part of the venue hire package.
  • Some venues have contracted arrangements with suppliers that must be honoured – for example you may need to use the catering or audio/visual services of the venue’s contracted partners. Without the ability to negotiate a rate and level of service that fits your budget, this can become a definitive factor in your venue choice.
  • Don’t forget about heating or cooling the venue! As well as budget, this aspect also comes into play regarding sustainability and how this aligns with your event’s purpose and identity.

Connectivity & Cohesion with Surrounds

  • Your venue should integrate well with its surroundings. If the event is part of a larger conference or near major attractions, choose a venue that complements these elements. For instance, a seaside venue would be perfect for a marine conservation event.
  • The surroundings should also enhance the attendees’ experience, providing convenience and adding value.

Indoor & Outdoor Options

  • Consider whether your event requires indoor, outdoor, or both types of spaces.
  • Outdoor venues are great for festivals and casual events but require contingency plans for inclement weather.
  • Indoor venues offer more control over the environment and are generally easier to decorate and customise for the attendee experience within.
  • Some venues offer both options, providing flexibility and the ability to accommodate weather changes.

Site Layout & Mapping

  • A detailed layout of the venue helps in planning the event logistics.
  • Identify where the main activities will take place, location of restrooms, emergency exits, and other facilities.
  • Ensure there is adequate signage, and that the layout supports easy navigation for all attendees.
  • Some venues can provide a digital base map from which you can design your event’s site map. This is a great time-saving tool in both the planning and delivery stages.

Scheduling & Logistics

  • Ensure the timeframe that your venue allows for pack-in and pack-out is realistic and aligns with your needs. Clearly communicate whether these time periods are being charged for in the venue rental agreement.
  • Create a communication channel between your venue and contractors to ensure that they are able to coordinate their areas of shared responsibility independently.
  • Check if your venue can accept delivery of freight and event equipment on your behalf – this can be a great time-saver and allow you to focus your event staff’s time and presence elsewhere.
Useful Links:
Have you considered?
  • How does your venue align with the goals and objectives for your event? View our [Strategic Planning] section for more information on setting event goals and objectives.
  • What budget have you allocated for venue hire? Don’t forget to consider additional services that may not be included in the venue hire cost. View our [Budgeting] section for more information on planning your budget.
  • Do you require an indoor or outdoor venue or both spaces?