If you are planning an event, one of the most important factors to take into consideration is the venue where your event will be hosted.

Choosing the right venue can make or break your event, and it’s important to consider all of your different needs and requirements when venue hunting. One of the reasons that many event planners fail to secure the right venue is that they don’t know the right questions to ask.

We’ve put together a checklist of questions which you should definitely consider asking when searching for your perfect event venue.

Who is Your Target Audience, And How Big is the Guest List?

Before you go ahead and create a shortlist of ideal venues, it’s important to know the type of people who you are planning to invite to your event as well as having a good idea of guest numbers.

You will want to ensure that your venue is equipped to accommodate the number of people you are expecting, as well as being suitable for the type of audience in attendance. Consider what you need for your event first.  Do you need a venue that contains theatre seating and space for a stage and set, for example.  Would you prefer cabaret or classroom seating?  Do you need your venue to have syndicate rooms or breakout space? If your event is invite only, ask guests to RSVP by clearly displaying it on the invitation in order to have an approximate idea of how many will attend.

Catering to Your Audience

Knowing the demographics of your target audience and how to cater to them successfully is vital to the selection of a great event venue. For example, you should have an idea of the average age of your attendees, their preferences, and what they are accustomed to, etc. If your audience is a group of business CEOs, for instance, then their tastes and needs should be reflected in your choice of venue.

Knowledge and Experience

Before you take the plunge and hire a venue for your event, you should request a list of events that they have planned or hosted, and request photographs of those events so that you can see the various layout options and get an idea of how the venue looks when an event is actually taking place. It’s also a good idea to ask for references from previous clients who have hired the venue in the past.

Speaking to some of the venue staff is also advisable, as you’ll know what expertise and experience they have when it comes to hosting events, along with how friendly and accommodating they are. Ask for the ratio of staff to guests, how they’ll be presented during the event, and whether or not staff will be willing to work overtime if needed. Also ask if there are any hidden charges, such as charges for setup, charges to use rigging points or charges to use heavy mains power supply.

Venue Services

You’ll also want to know which services the event venue will be able to take care of themselves, and which you’ll be required to prepare for, such as the audio visual (AV), decorating and set up. Before hiring a venue, it’s a wise idea to get a full list of complete services which they provide, such as parking, security, and any restrictions which may be in place such as noise or decor.

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