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What to Look for in a Venue: Essential Tips and Questions to Ask | Our Venue Hire Guide

Jan 21

3 min read

Finding the perfect venue is one of the most critical steps in planning any successful event. Whether you’re hosting a corporate conference, product launch, team-building day, or a private celebration, the venue sets the tone for the entire experience. At Match My Venue, we understand that the right venue can transform your event, which is why we’ve compiled this guide to help you make informed decisions. Here’s what to consider and the key questions to ask when choosing a venue.



Key Factors to Consider When Choosing a Venue | Venue Hire Guide

1. Location

  • Why It Matters: The venue’s location affects accessibility for attendees and overall convenience.

  • Tips: Choose a central location with good transport links, parking facilities, and accommodations nearby if needed. If attendees are travelling from various locations, ensure the venue is easy to find.


2. Capacity and Layout

  • Why It Matters: Overcrowding or empty spaces can make or break the atmosphere of your event.

  • Tips: Ensure the venue comfortably accommodates your guest list with the right seating or standing capacity. Consider flexible layouts for different setups, such as theatre, cabaret, or banquet style.


3. Facilities and Amenities

  • Why It Matters: The right amenities can streamline your event and enhance the guest experience.

  • Tips: Check for AV equipment, Wi-Fi, accessible toilets, and breakout spaces. For corporate events, ensure there are charging points and a reliable internet connection. For private events, consider kitchens, cloakrooms, and outdoor spaces.


4. Style and Ambience

  • Why It Matters: The venue should complement your event’s theme and purpose.

  • Tips: Look for venues with decor, lighting, and architecture that align with your vision. A historic venue may suit a formal gala, while a modern space could work better for a tech launch.


5. Sustainability

  • Why It Matters: Eco-conscious choices resonate with modern audiences and reduce your carbon footprint.

  • Tips: Ask if the venue uses renewable energy, offers recycling options, or partners with sustainable suppliers. Highlight venues with digital solutions, like paperless delegate badging, to reduce waste.


6. Cost and Inclusions

  • Why It Matters: Staying within budget while getting the most value is essential.

  • Tips: Understand what’s included in the venue hire fee, such as furniture, security, or cleaning services. Ask about potential hidden costs like overtime fees or corkage charges.


7. Accessibility

  • Why It Matters: Inclusivity ensures everyone can participate fully.

  • Tips: Confirm the venue is wheelchair accessible and equipped with hearing loops if needed. Check that parking and pathways are suitable for guests with mobility challenges.


Questions to Ask When Touring a Venue

To make sure you’ve covered all the bases, here are the essential questions to ask venue managers during your search:


General Questions:

  1. Is the venue available on my preferred date(s)?

  2. What is the maximum capacity for my chosen setup?

  3. Are there any restrictions on decor, catering, or entertainment?


Cost and Payments:

  1. What is included in the hire fee? (E.g., tables, chairs, linens)

  2. Are there any additional charges (e.g., security, overtime, or cleaning)?

  3. What is the deposit amount, and when is the final payment due?


Facilities and Services:

  1. Do you provide in-house catering, or can I bring my own supplier?

  2. What AV equipment is available, and is there on-site technical support?

  3. Are there dedicated spaces for breakout sessions or green rooms?


Logistics:

  1. What parking options are available, and is there public transport nearby?

  2. Are there loading docks or service entrances for suppliers?

  3. How early can I access the venue on the event day, and when do I need to vacate?


Sustainability and Accessibility:

  1. What sustainability initiatives does the venue have in place?

  2. Is the venue fully accessible for guests with disabilities?

  3. Are there any measures to reduce waste, such as recycling bins or digital alternatives?


Contingencies:

  1. What is your cancellation policy?

  2. Is there a backup plan for outdoor events in case of bad weather?

  3. Who is my point of contact on the event day?


How Match My Venue Can Help

Thank you for using our venue hire guide and at Match My Venue, we specialise in taking the stress out of venue searches. With over 20 years of experience, we know what questions to ask and what to look for. Our personalised venue-finding service ensures you get:


  • Tailored Recommendations: Venues that match your exact needs, including a unique ‘wild card’ option to surprise and inspire.

  • Expert Insights: Guidance on contracts, costs, and potential challenges.

  • Sustainable Solutions: Options that align with your environmental goals.


Finding the right venue doesn’t have to be overwhelming. Let us do the hard work for you. Contact us today to start your search.


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