It’s no secret that picking an event venue is a difficult task. Whether you’re planning for a wedding, a birthday party, or a corporate event, you know the venue is key to the event’s success—and that there are many different factors you need to consider when you choose your venue.
While the “perfect” event venue will vary for each and every person and each and every event, this guide will help you ensure you’re selecting the best event venues possible, every time.
What’s the Postal Code?
The first thing you should consider when picking event venues is where the venue is in relation to where your guests are. If most of your guests are located in downtown Toronto, picking one of the many event venues in the downtown core will ensure that your party gets the best turnout possible.
If you’d prefer to take the party out of town, that’s fine too, but you should keep in mind travel for your guests. How far is the venue? Is it accessible by public transit? If the venue is too far or too inaccessible, your guests may simply opt to stay home.Plan ahead with travel options and accommodations to help your guests.
How Many People?
Obviously, you need a venue that will fit the number of people you’ve invited. If you’re having a large gathering, the last thing you want to do is squeeze all of your guests into a small space like a bunch of sardines. Not only is that uncomfortable for your guests, it could actually be a fire hazard!
Of course, the opposite is also a problem: Booking a space big enough to accommodate 500 people and then inviting just 50 can make the space feel imposing, cavernous, and too big. Your guests might clump together in one corner of the room, wondering why you booked such a large venue.
Always consider how many people you’re inviting, and then look to a venue that properly accommodates them.
Catering and Kitchens
Many event venues have preferred vendors to work with. Alternately, if you’ve already partnered up with a catering company, ask about its list of event venues; most have spaces and places that they work with on a frequent basis. Some event venues will limit your choice of caterer, so always be sure to check which companies they work with before you book—they may not work with your dream caterer.
Many venues will charge a Landmark fee for caterers not on their preferred list, which may push your budget over the edge. Make sure you check with the venue on all of their fees. Alternatively, a vendor that you don’t like may have exclusive rights to work with the venue you’re considering!
While you’re inquiring about catering and vendors, also consider the workspaces the venue offers for them. Is there a prep kitchen where your caterer can put the finishing touches on the food? If not, you might want to reconsider your choice.
What’s Your Theme?
Having a theme is a big part of virtually any event, whether it’s a wedding, a birthday party, or a corporate event.
Have you considered how your venue relates to your theme? If you’re hoping for a black-tie affair, then a club with a laser-light show may not be the best venue to pick. Similarly, if you know your event needs to go on rain or shine, you might consider an indoor venue over an outdoor one. A venue can enhance or hinder your theme; be sure to pick one that fits what you’re envisioning for the event.
The Price Tag
Of course, budget is also a big concern when it comes to selecting a venue, but as demonstrated, it cannot be your only consideration. Other factors play a huge role in determining what the best event venue is going to be.
Once you’ve considered everything else, though, you’re going to have to consider the price tag as well. Chances are you have a budget—and overspending on the venue can mean you either don’t have enough for other aspects of your event, or you end up going way over-budget.