Event planning involves making many decisions – choosing the right venue is likely to be the first on the list. Finding the perfect venue for your event is crucial and will inevitably impact on every other aspect – from the date and time, to production and, of course, catering.
Bubble works with an extensive portfolio of incredible venues, but the abundance of options can be a little intimidating. So our event planning experts have shared their insight and put together some guidelines about what factors to consider and which questions you should be asking…
Whilst it is advisable to start your search as soon as possible, before considering any practical elements, make sure you are clear about the event objectives. What is the purpose of the event? What do you want guests to be thinking/feeling/saying as they walk out of the venue at the end of the event? What is the long-term outcome you wish to accomplish?
Once you are clear about ‘what’ you want to achieve, you should consider ‘how’ you can make it happen.
It is tempting to start your search for the right venue with location for obvious reasons, but the approximate number of guests may well be the key factor to consider. Additionally, if the event requires special equipment or staging, this will impact upon the amount of space needed.
It is essential that the venue is the right size – if it is too small, you risk the event becoming overcrowded and uncomfortable, too big and your guests may feel swamped by too much space.
Location is always going to be a deciding factor. Does the venue need to be within walking distance from a particular place? Obviously, somewhere with good transport links is ideal, and, depending upon the type of event, outside space and parking facilities may be desirable.
The look and feel of the venue will affect the overall perception of the event, and by extension the host. What message do you want to send to guests? Historic, modern, quirky or traditional?
Would it enhance the guest experience to opt for a venue which can offer event content such as an exhibition or interactive experience?
Depending on the nature of your event, you may want to find out what technological equipment is available and ensure the venue will provide technical support on the day. Some venues will have a list of accredited suppliers who regularly provide lighting and AV for events.
This can be a separate production list or, in the case of Bubble, we can provide a full project management service whereby we find the right venue for the event and coordinate all aspects for our client – the ultimate event luxury!
Ensure that you are clear about all the costs involved. If you are comparing a number of venues, ensure that quotes include the same elements so that you are comparing like-for-like. Check for any hidden costs such as security or cleaning charges. Are there are any additional costs for set up and strike down time, and what charges may be incurred if the event was to run late?
Before choosing a venue, check out their client feedback – you could even ask whether it is possible to speak directly to a satisfied customer, which may help to iron out any concerns you may have. This also applies to the venue’s accredited suppliers list – some venues will be happy to share their recommendations, but others may prefer to let the client ask those questions directly.
Food and Drink
It is widely acknowledged that the catering element can make or break any event. Guests will remember bad food for a long time, and so it is vital to opt for a venue that has a well thought-out and reputable list of accredited suppliers to make sure you avoid a catering catastrophe.
At Bubble, we ensure that our menus are not only the highest quality and incredibly creative, but also encourage curiosity and guest engagement – which result in highly memorable events and return on investment.
Find out more
Read more about our incredible portfolio of venues, including a handy search option for filtering venues according to size or location. Or contact our passionate team of event experts on 020 7703 2653 / firstname.lastname@example.org to find out more about choosing the right venue.