Party planning presents many questions and challenges. One major aspect impacting the quality of your party is the location. Choosing the perfect party venue is an essential first step in creating a memorable experience your partygoers will remember. 

Learn everything you need to know based on expert advice from party organizers who have made these decisions dozens of times and share their experiences to guide you in the best venue for your party.

Steps to Choosing the Perfect Party Venue

The earlier you start looking for the perfect party venue, the better. You can start your search once you know these factors.

1. Budget
2. Estimated number of guests
3. Venue requirements

Ideally, for large formal gatherings, you’ll book the venue no later than eight months in advance. That way, you have adequate time to focus on other major factors impacting your event, including the speakers, program, website, ticket sales, etc.

As you begin your venue search, consider these elements that make for an ideal space.

1. Location

They say location is everything, and event planning is no exception. Consider how far the venue is from your guests’ home, office or local hotels. If your guests will mostly be from out of town, try to get as close to the airport or other major travel venues as you can. 

If your guests are more likely to be local, look for a location with good access via roadways and ample parking capacity.

2. Evaluate Amenities

Once you’ve found a good location, consider whether the venue has the necessary amenities to aid you in hosting your event. Evaluate these common amenities that party planners appreciate.

• Kitchen: If you’ll be welcoming caterers to your event, see whether the kitchen at the venue is adequate to partner with your cooking and serving team. Many caterers will transport hot food to your venue without needing a full kitchen, but it can be helpful. Or, ask whether the venue might be able to provide your food so you have fewer vendors to work with. Ask about per-person fees for food.
• Tables and chairs: Inquire into whether the venue can provide tables, chairs or linens. Again, this reduces the number of vendors you’ll be working with and can help ensure your event still looks polished.
• Setup/Cleanup: Find out whether setup and cleanup are included in your rental. That way, you know whether you need to allow time and staffing to do setup and clean up yourself.
• Technology: Ask about built-in audio and visual equipment. Otherwise, you might need to bring your audio and visual equipment or adapt to what’s available. Ask about Wi-Fi or internet access to ensure good connectivity for your speakers and guests.

3. Guest Capacity

Inquire about the venue’s capacity. Ask whether the space can accommodate various setups, such as banquet style, high tops for happy hour or mingling, or formatted for a seminar. Estimate your guest count to ensure you have what you need for the event. If you have a hard stop at a certain guest count, be sure to communicate that in your marketing for the event and set your maximums on your event registration sites.

In addition to guest capacity, consider minimums. Sometimes events don’t go as planned and you end up with fewer attendees than you anticipated. Most venues have food and beverage minimums or a minimum guest count you must pay for regardless of how many people show up.

4. Parking

Most venues are accustomed to welcoming large volumes of people and have a parking plan. But if the venue is downtown or in a high-traffic area, your guests might have to pay for parking or you might pay a bulk fee to reserve spots. 

Ask about the taxi companies and rideshare available in the city to evaluate how your guests can get around. 

If you want a more formal event with the ultimate service, ask whether your venue offers valet parking and what that costs. This is an especially nice service during galas or similar events.

5. Format

Evaluate whether you can format the event space in the way you need it. For example, some events start with networking at high-top tables and then move to a formal banquet setting or seminar. 

Before your team commits to the venue and setup, ask for a floor plan to ensure the team sets everything up to your specs.

As you evaluate whether the event space will work for you, consider where the outlets are located and how close the AV equipment is.

Also, think through the traffic flow and activities that will take place throughout the event.

6. Atmosphere

The venue atmosphere is important. You want the décor and ambiance to match the tone you’re trying to set with your event. Look at the building’s architectural style. 

For example, an event director planning a gala will be looking for a different atmosphere than someone planning an expo. Look for an event that is upscale, high-tech or relaxed to match your needs. While you can bring in your own decorations in most cases, it’s best to find a location that already matches your needs when you can.

7. Insurance

You’ll need insurance to cover your liability at the event venue. Many venues have some basic insurance but ask about requirements that you get a certificate that indemnifies the venue from any liability in case someone gets hurt during the event or you damage something during the event.

8. Noise Levels

Some events are better designed for gatherings where you want to be able to hear one another talk, such as during a networking event. Venues have varying acoustics that work for various types of gatherings. 

Many party planners don’t select a perfect party venue specifically related to acoustics or noise levels during an event. But you don’t want to overlook how this can impact the ambiance and overall feeling of your event. 

Ask about whether there are adjoining spaces with events at the same time as yours and how that might impact noise levels. It’s one thing to hear loud chatter from your guests but it is something else to deal with loud noises from other gatherings.

9. Event Date Available

Even once you go through the whole process of evaluating the venue, you have to ask about whether the venue is available on the date you select or the specific timeline you prefer. 

Inquire as to contract requirements and what might happen if you need to cancel or move the event date. 

10. Whether You Can Bring Your Supplies

If you prefer to buy your party supplies in bulk and bring them to the party, ask whether that is permitted. Because you can get a great selection of high-quality, low-priced party supplies from SoNice Party, it might make sense to transport your own supplies.

Create a wholesale account with SoNice Party now to see pricing and explore the various products available from latex balloons to table covering rolls.

Further reading:

• Kid-Friendly Party Ideas and Supplies for Autumn
• Graduation Party Supplies Wholesale for a Memorable Celebration
• Party Planning Tips – How to Organize a Stress-Free Event