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Planning an event for the first time can be overwhelming — especially when you're stepping into the world of venues, suppliers, and terminology that feels like a different language altogether. Whether you're organising a corporate gathering, a brand launch, or your company’s summer or Christmas party, the events industry can seem like a maze.
But don’t worry — you’re not alone. At Match My Venue, we work with clients at all levels, including many who are planning events for the very first time. This blog will walk you through what the industry actually is, how to approach it, and what to expect along the way.
What Is the Events Industry, Really?
The events industry is a vast ecosystem of venues, suppliers, caterers, planners, production teams, and creative professionals who all work together to make live experiences happen — from intimate dinners to multi-day conferences.
You might be dealing with:
Venues – where the event happens
Caterers – food & drink providers (often separate to the venue)
AV/Production – lighting, sound, staging, technical setup
Furniture & Styling – tables, chairs, floral design, event theming
Entertainment – DJs, performers, hosts, speakers
Not all venues include all of these services, so it’s important to understand what’s provided — and what needs to be brought in.
How Do I Find a Venue?
This is often the first (and most time-consuming) step — and one of the most important.
Here are a few things to consider before you start:
How many guests?
What’s your budget?
What’s the occasion and the tone? (formal/informal, party/conference?)
Do you need outdoor space, AV, catering, parking, etc.?
Where do you want it to be? (central London, outskirts, regional?)
Once you have your brief, you can either:
Start searching manually – but this can be time-consuming and hit-or-miss.
Use a venue finding service like Match My Venue – where we do the work for you based on your requirements. Our service is free to use, and we’ll come back with curated options tailored to your brief.
What Should I Book First? A Quick Guide to the Order of Planning
When you’re planning an event, especially for the first time, it helps to know what comes first — and what can wait. Here’s a simple step-by-step guide to get you started:
🗓️ Confirm your date and guest numbers
Before anything else, know when you want to host your event and roughly how many people will attend. Everything else depends on this.
📍 Find and secure your venue
The venue is the foundation of your event. Once you know the date and guest size, start your venue search — most good spaces get booked months in advance, especially for summer and Christmas.
🍽️ Choose your caterer
Some venues include catering, others work with preferred suppliers, and some are dry-hire (meaning you’ll need to bring in your own caterer). Once the venue is confirmed, catering is your next big decision.
🎤 Book entertainment, production & AV
DJs, bands, speakers, staging, lighting — these need to be booked in good time, especially if your event has technical requirements or you want something bespoke.
🪑 Furniture, florals & styling
Closer to the date, you’ll finalise things like table layouts, hire furniture (if needed), floral arrangements, and any theming or décor.
👥 Confirm staffing & schedules
Once suppliers are in place, you’ll build your event schedule, confirm your guest list, and make sure the right teams are in place to deliver it all on the day.
Top Tip: Once you’ve got the venue locked in, everything else becomes much easier to plan around.
How Do Venues Work with Caterers and Suppliers?
This varies — and it’s something first-time planners are often surprised by. Here are the most common setups:
Some venues include catering – this is known as in-house catering.
Some venues have a list of approved caterers – you choose from their trusted partners.
Some venues are completely dry-hire – meaning you hire the space only, and bring everything in yourself (caterers, furniture, bar, staff, etc.).
Venues may also have preferred suppliers for production, floristry, or furniture — it’s always best to ask what's included, what’s required, and what you can bring in.
Common Questions for First-Time Planners:
❓ Do I need to pay upfront?
Venues typically ask for a deposit (often 25–50%) to secure the date, with final balances due closer to the event.
❓ Can I bring my own suppliers?
Sometimes. Always check with the venue — some will allow it, others prefer you use their list to ensure quality and insurance compliance.
❓ What’s included in the hire fee?
It depends. Some include furniture, lighting, AV, or staffing — others are purely space. Ask for a breakdown.
❓ Who manages the event on the day?
If you're booking just a venue, you may need to coordinate your own suppliers. Some venues include an event manager, but it’s not guaranteed — so make sure to clarify this.
Top Tips for First-Time Users
✔️ Ask questions – there’s no such thing as a silly one in this industry.
✔️ Get a clear brief together – guest numbers, dates, timings, budget.
✔️ Use a venue finder – it saves time and gives you peace of mind.
✔️ Be realistic with budget – and always ask what’s included.
✔️ Plan early – popular dates (especially for Christmas and summer) go fast.
Need Help Navigating It All?
That’s where Match My Venue comes in. We’re here to make the process smooth, stress-free, and genuinely enjoyable. Whether it’s your first event or your fiftieth, we’ll work with you to understand your needs, recommend the right venues, and get you on the path to a brilliant event — without the overwhelm.
📩 Get in touch today
