Hosting a large event involves many moving parts, but choosing where to host the event can really help put those pieces in place. Here are some factors to think about first when choosing an event venue.

cost

This is one of the most basic factors. What is the budget for the event? A lower limit can further limit the options, but on the other hand, there are ways to make any type of event work. A company picnic in a public park, for example, or a concert at home. For larger gatherings, such as business conferences and weddings, many hotels offer great-value packages and / or services and amenities that are well worth the price.

When thinking about the budget, keep in mind that many locations require hosts to purchase insurance in case something goes wrong.

Rent, Parking, Accessibility

If the event venue is too inaccessible, it will definitely slow down the festivities and cause additional stress for both coordinators and guests. If people are coming from everywhere, it is best to have a convenient (preferably free) parking nearby. There are ways around this, depending on the price range and location: valet parking, public transit, shuttle, car sharing, uber, and more. If parking is going to be a problem, find out which of these might work for you.

In some cases (conferences, destination weddings, campus parties), all or most of the attendees will already be housed in the same location. Most of the time, it is easier to organize the meeting there. Check with the hotel, university, or other organization to see what your options are.

Capacity, size, design, accessibility

These related considerations are also key. Event venue fire codes and other safety considerations will determine how many people can attend, so plan accordingly. Even if the capacity allows for the expected number of attendees, make sure it is not crowded or uncomfortable for planned activities. (Is there room to dance? Are there spaces to sit and chat?) Also consider wheelchair accessibility, bathroom changers, and other accommodations depending on who will be attending.

Atmosphere

Almost as important as the physical space is the environment of the room. Hosts can bring their own décor, but it’s more work if the starting point is away from the brand.

Food, drinks, A / V and other amenities

Often an event venue will have a kitchen that can be used. Many will provide catering or have agreements with specific vendors. Sometimes hosts must organize providers themselves; if so, you need to find out what each provider requires (access to power outlets, for example) and see that these things are available.

Make sure you also find out what the bar situation is like. Many, but not all, venues have staff and liquor on hand.

Audio and visual connections are key. Will there be live music? A slide show? So preparation is essential. Running sound and video is an expert job. Be sure to find out beforehand if the site provides staff for these jobs. Find out if the place also has other staff (assembly, cleaning, waiting service).

Think about these factors with your particular event in mind, and you are well on your way to finding the perfect event venue!