We’ve all been there, you have the concept for the event, and you have so many ideas for the planning, that you are not sure where to start. Logically, one of the first things that comes to mind is the question which will be the best place to host the event.
Your choice can determine the event engagement, popularity, attendance rate, impressions, and image. Therefore, event managers know how carefully this part should be planned.Here are some of the most important factors you should consider when choosing an event venue.
Location and accessibility
Choosing a safe and easily accessible area for your event is key if you want to achieve a high attendance rate. Understanding where most attendees are coming from is going to be helpful when choosing a location and booking the venue for the event. Some important details to consider are the most probable way of transportation and accommodation options, as well as special needs accessibility:
Transportation: Participants can arrive at your event either by public transportation or by car. Depending on these options it is important to check how close the venue is to a train station or a public transportation stop, and whether it is easily reachable by car. Another related question is whether the parking places have the capacity to accommodate the number of attendees coming by car.
TIP: Manage your turnout to avoid crowding at the check-in desk. Create your own Registration form!
Accommodation: If your event spans multiple days or wraps up late in the evening, nearby accommodation isn’t just a convenience, it’s part of the overall guest experience. Making it easy for attendees to stay close to the venue can influence their decision to attend in the first place.
Offering hotel recommendations (or even discounted rates through partnerships) shows you’ve thought about their full journey, not just the time spent at your event. Bonus points if the hotels are walkable, have late check-ins, or offer amenities tailored to your audience, like early breakfasts for conference-goers or shuttle service for evening galas.
Special needs accessibility: Especially for bigger events, it is important to choose a location that provides easy access to people with special needs,or different kinds of impairments. Think beyond just wheelchair access (though that’s a must): Are entrances, restrooms, and key event areas fully accessible? Are staff trained to assist guests who may need extra support?
Providing this information upfront (on your event website or registration page) helps attendees plan with confidence and feel welcomed before they even arrive.
Venue status and offered services
A sign of good planning is to choose an event location that aligns with the purpose of your event. For example high-end venues are more appropriate for business or networking events than a team outing or a music festival.
Capacity and functionality: Another important criteria for choosing the event location is the capacity of the venue, alongside with the functionality of the space. Is the venue big enough to accommodate all your attendees? Does it provide all the needed space with an adequate layout and enough rooms? Is it safely designed to manage large crowds?
Additional services : Some venues provide additional services like catering, coordinating or technology services. Good customer service is a significantly important factor for a pleasant experience during the event. It is a nice idea to check if there are any positive or negative reviews about such services at the venue you’ve chosen. If you are considering a hybrid event it is important to check out the technological services that the venue provides, or is suitable for.
Costs and budgeting
Rental fees : Booking your venue early is key, especially during peak event seasons when schedules fill up fast. Rental fees can vary significantly depending on the time of year, day of the week, or even the time of day.
Some venues offer discounts for off-peak dates or larger groups, so it’s worth asking about flexible pricing options. Understanding what’s included in the rental fee (AV equipment, furniture, cleaning services, etc.) can also help you avoid unexpected costs later on. A little negotiation and smart timing can go a long way in maximizing your budget.
Additional service fees: Whether you are going to use the venue’s services or hire third parties, an additional fee for them is going to apply. Think about catering, technical support or any sort of entertainment. Everybody loves good food and to see that things are running smoothly. These seemingly small additions shape the impressions of your guests and contribute to their overall experience, making your event memorable and interesting.
Logistics: Consider the preparation of the place, like the cost of setting up and building down speaker stages, seating arrangements, transportation, or other arrangements that your event may need. People often appreciate the little details.
It is always evident if things are done with thought and purpose. Is the place big enough to comfortably accommodate all your guests? What will be the main needs of the attendees and have you prepared to meet them? Think of what important steps you have to take in the preparation and what other companies you will need to contact to ensure that you are thoroughly prepared.
