Getting the right venue for your event can mean the difference between a successful night and a major headache. When choosing a venue, whether it’s a large venue party, a themed date party, or a lavish gala, there are lots of things to consider to make sure everything goes smoothly.
Here are our top six tips to consider when choosing a venue for your next event:
The venue location needs to be at the heart of your event plan. It should be relatively close to your college, have plenty of space for parking/buses and be easy for everyone to find. It’s also important to take into consideration who your guests are and where they will be coming from, and ensure that the location is somewhere that makes sense for the bulk of your guests, as well as being a desirable spot.
The venue size and capacity must be just right, being too small will create overcrowding, however, being too big will give a sense of emptiness and an under-attended, unsuccessful event. Most venues should have capacity numbers for all their rooms, aim to be just slightly under the capacity limit, but never over and never far under.
3. Venue Guidelines
All venues have a different set of guidelines and requirements based on the type of event you are having. Certain aspects like food and beverage, security, set up time, dress code and event minimums will differ from venue to venue. Look to your Event Coordinator to choose the venues that will best meet your Fraternity or Sorority’s needs so you know you will have a seamless event.
Great food and drinks will stick in your guests’ minds. Whether it’s appetizers, a sit down dinner, a dessert bar, a food truck or only a bar, make sure you have something available for everyone’s tastes. Remember that not everyone will be drinking alcohol, so provide non-alcoholic alternatives, and also remember to offer vegetarian alternatives to meat dishes, as well as catering for those with food allergies if required.
5. Date and Time
Sounds simple, but make sure you check your calendar for significant events around the time you are planning, both within your college and greek community. The right event date will make a big difference in your guest count. Also, choosing an event date during the week, such as a Thursday or Friday instead of a Saturday, will save you money and will open up more available dates.
6. Trust Your Event Coordinator
Your Event Coordinator is there to help you make the best decision for your venue. Discuss the pros and cons of each venue with them and they will help guide you in the right direction. Think of your Event Coordinator as your industry insider/best friend in the event planning process. They want your event to be successful and will keep your best interest in mind.
These are just a few of the important points to consider when choosing a venue for your event. Contact us to see what venues we recommend for your event and let us show you how we can take it to the next level.