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Choosing a venue for your event is an important decision. Most likely, you began with a long list of possible locations, narrowing it down to about three for final consideration. This is often where the hard part comes in – choosing the perfect venue from the top three contenders. There are many items to consider when picking the right venue that will meet all your needs and impress your guests. The following are some questions to consider to help you narrow your choices until you find the perfect venue for hire:
1. What's included in the price?
If the three prices are very close, it's extremely important to break down the prices by what's included in each. Some venues may have a larger list of "add on" items than others, meaning your final price would be higher than if you chose a venue with more included in the list price. Be certain that your price includes everything you need, or that you fully fully understand the total cost with all the add ons before you make a decision. What initially looks like a great price might not be so great once you add in all the little extras. For example, if you need audio-visual equipment, catering or beverages, these charges are not generally included in the quoted price.
2. Which venue requires the least work from you?
Your workload is important to consider, too. A venue that costs slightly more might be more cost effective than a cheaper one if they provide more services. For example, avenues that can handle catering, flowers and decorations for you will save you time, which saves money in the long run.
3. Which venue is the most flexible?
When choosing between your final three seasons, be certain to compare the contracts carefully. Note when deposit and final payment is due. Cancellation policies, including the need to change the date of an outside event due to weather, and last minute change policies are all important items to consider when determining which venue will be the easiest to work with. For example, it's important to know how late you can make changes to the head count, as well as other last minute items. We never expect that we'll have to cancel or reschedule an event, but it's great to know that your event venue is flexible in the event that you do have an exception occurrence. In addition, it's important to ask about access to the venue prior to the event, for setup.
4. Which venue feet right?
If all other items are reliably equal some other things to consider are – proximate to transport, parking and disability access. Check the venue has adequate staffing to ensure the smooth running of your event. It's also important to consider the personality of the venue to match the theme of your event.
Making that final decision can be taxing, but considering to the finer points from the start will ensure a stress free and successful event.
