When you’re planning an event, finding the right space can be one of the biggest challenges. But don’t worry: we’ve put together this handy venue checklist that tells you everything you need to know about how to find a venue for an event.

1. Know your capacity

Before you do anything, you’re going to need a rough idea of exactly how many people will be attending your event. This is essential info for deciding what capacity you should be looking for in a venue. Choosing an event space with the right capacity is essential to hosting an excellent event. Too small, and your event will feel uncomfortably overcrowded; too large, and you risk creating an awkward atmosphere.

2. Decide on a Budget

Your next priority should be putting together a realistic budget. Outline exactly how much you are willing to spend on different aspects of the event. Potential costs to consider include:

• Venue hire
• Food and drink
• Entertainment
• Theming
• Equipment & furniture hire
• Event staff/security

Once you’ve got a firm idea of your budget and capacity requirements, you’re ready to begin researching your options, visiting venues and gathering quotes. Remember: you may be able to get a better deal on a venue if you can be flexible on the date, as weekends and off-season hire are often more affordable.

3. Look into location

Location should be the next big consideration on your venue checklist. There are lots of important logistical factors to think about. Will your attendees require nearby overnight accommodation? Can the event space be reached using public transport? Are there parking facilities? How much does a taxi ride cost from the nearest train station or airport?

Also take time to consider whether the surrounding area suits the intended ambience of the event. Is the venue located in a historic or modern neighbourhood? Is it rural or urban? Does the street outside feel calm and tranquil or busy and buzzing? First impressions count, so be sure to pick a location that makes the right statement. 

4. Factor in facilities

When you’re visiting event spaces, be sure to find out exactly what kind of facilities or services are available in-house. Common things to consider include:

• Accommodation – will some people need a place to stay overnight after the event has ended?
• Breakout Rooms – are you planning to split attendees of your event into groups for specialised sessions?
• Catering – whether you require food and drinks for a meeting, or high-end dining, most events will need some form of catering.
• Equipment – from tables and chairs to AV equipment and WiFi, ask in advance about the equipment that is on offer at each event space.
• Car parking – is there a carpark, and how close is it to the event space? If not, can you reserve parking lots nearby?
• Event planning – some event spaces offer in-house event planners who can take the lead in making your vision a reality.
• Event staff – can the venue provide crew to help with setup, catering, security and post-event cleaning?
• Disabled access – ask in advance about the event space’s accessibility. For example, does it have wheelchair ramps? Can it provide hearing loops for attendees who use hearing aids?  

In addition to finding out whether an event space can provide such services, you should also ascertain whether they are able to accommodate external contractors. It may be that another supplier can better meet your unique requirements – although this may mean compromising on convenience. 

5. Think about the environment

Ideally, you want your event to have as small an impact as possible on the environment. Finding a sustainable event space is key to this. Ask each venue about its eco-friendly practices. Does it use recycled materials, source food locally, use water and energy efficiently, and keep waste to a minimum? Can guests reach the venue easily using public transport, on foot or by bicycle? These factors may seem small in and of themselves but, taken together, can make a big difference in keeping your event’s carbon footprint down.

 

So there you have it: everything you need to know about how to find a venue for an event.

We hope you find this venue checklist helpful, and that you’ll consider the event spaces here at Royal Horticultural Halls for your next event. With our central London location, commitment to sustainability, and established links with high-quality caterers and suppliers, we have everything you need to make your perfect event a reality.

You can take a 360 virtual tour of our event space for a closer look right now. Or you can call us on 020 7821 3650 to find out more or arrange a viewing.