Booking an amazing venue is one of the main factors that can determine the success of any in-person event. Regardless of how well you've planned and arranged for the event, either by booking the best entertainers and getting good sponsors, promotions, etc. If the venue does not match the type of event, there are still chances things may go sour.

In most cases, the best venues are always fully booked and it is always challenging to select from several other competing choices. To begin with, there are several key factors to consider when choosing an ideal venue. This includes the size of the venue, the location and accessibility to your guests, the parking space, venue amenities, acoustics, and others.

In this article, we discuss important tips you can follow to easily book an ideal venue for your event.

1. Determine your venue style: Depending on the event you want to host, the first step is to decide on the venue style. What goals do you have for your event? How do you want your guests to feel? What mood or atmosphere do you want to create for your attendees? For instance, if it is a live concert, you'd probably need a venue that can accommodate a large crowd like an arena or stadium. If it is a small intimate gathering, you may consider a garden, also a modest ballroom will be more suitable for meetings or conferences. 

2. Consider your event needs: Also, you need to make a list of all the requirements for your event. What is the estimated number of guests attending your event? Can the venue adequately accommodate your guests? Will it require more staffing? For instance, a venue with more than one entry point may require extra security and check-in staff. Is there adequate space for all the activities will you have during the event?  Don’t hesitate to discuss all your concerns with the venue manager. 

3. Consider your audience needs: Another key element to consider when selecting an event venue is the way your guests will assemble and interact with one another during the occasion. What's your audience demographic? Remember that you want your guests to have a positive experience throughout the event. For example, if your guests are older, then a long stairway can become pose an accessibility problem. Also, will they need seats or do they just have to stand and socialize at the party? 

4. Set a budget:  Once you know what you need for your event and audience, set a budget for the venue. This will help you narrow down your search and ensure that you are not overspending. 

5. Research potential venues: With your requirements and budget in mind, start researching prospective venues in your area (or the location you intend to host your event). You can do this by using the Hostbridge website, asking for referrals from friends and colleagues, or working with an event planner. You can also send inquiries to confirm date availability or if possible, schedule a site survey for each one. This will give you a chance to see the space, ask questions, and get a feel of its ambiance. 

6.  Examine venue Facilities and Proximity to Social Amenities: If you are planning for a multi-day event, you should check if there are good means of transportation and hotels which your guests can book. Is the venue secured? Does the venue have a good parking space? Are there enough restrooms? Do they have adequate staffing? Is it fully air-conditioned with steady electricity? Do they offer other services which you may require like WiFi, catering, etc.? You also need to consider other factors like wall painting lighting and ceiling height which can affect the decoration. 

7. Take a risk and safety assessment: This is very important for you and your guests especially in the post Covid-19 era where organizers are more inclined to select venues with good hygienic policies. You should do a safety assessment of the venue for your audience demographic. For instance, hosting a children's party on a rooftop is not encouraged because of its high risk. Other factors are if the venue is clean enough and well-ventilated for your guests. Can the floor become slippery when wet?

7. Review and sign the contract: If you find a venue that you like, review the contract carefully and its pricing. Make sure that all the terms and conditions are spelled out, including the date, time, rental fees, catering options, and any additional charges. If you're happy with the terms and conditions of the contract, sign it and make a deposit to secure the date. Make sure you understand the cancellation policy and ask any final questions before finalizing the booking. After you've booked the venue, work with the venue manager to finalize all the details for your event. Also, communicate any changes on time to avoid disappointments.

Congratulations! Now you know the important things to consider when evaluating a venue in order to make a good decision. By following these steps, you can book an event venue that meets your needs and exceeds your expectations.