Venue sourcing best practices for Events- a step by step guide
Sourcing the perfect venue is like finding the right pair of kicks—it’s gotta fit your style, your budget, and your vibe. Here’s a step-by-step guide to help you nail it like a pro:
Step 1: Define Your Event Goals
Before you even start looking, ask yourself:
– What’s the purpose of the event? (Conference, wedding, concert, etc.)
– How many people are you expecting?
– What’s your budget? (Be real with yourself here.)
– What’s the vibe you’re going for? (Luxury, casual, industrial, etc.)
—
Step 2: Create a Venue Checklist
Make a list of non-negotiables. Here’s what to consider:
– Capacity: Can it comfortably fit your crowd?
– Location: Is it easy to get to? Think about parking, public transport, and accessibility.
– Layout: Does it have the right spaces (e.g., breakout rooms, stages, dining areas)?
– Amenities: Does it have AV equipment, Wi-Fi, catering kitchens, etc.?
– Dates: Is it available on your preferred dates?
– Budget: Does it fit your price range? (Don’t forget hidden costs like cleaning fees or overtime charges.)
—
Step 3: Start Your Search
Here’s where to look:
– Online Platforms: Use sites like Peerspace, EventUp, or Splacer to browse venues.
– Social Media: Instagram and TikTok are great for finding trendy spots.
– Local Recommendations: Ask your network or check out local event planners.
– Drive Around: Sometimes the best venues are hidden gems you’ll only find by exploring.
—
Step 4: Vet the Venues
Once you’ve got a shortlist, dig deeper:
– Read Reviews: Check Google, Yelp, or Facebook for honest feedback.
– Visit in Person: Pictures can lie, homie. Always do a site visit.
– Ask Questions:
– What’s included in the rental fee?
– Are there noise restrictions or curfews?
– Can they recommend vendors (caterers, decorators, etc.)?
– What’s their cancellation policy?
—
Step 5: Negotiate Like a Boss
Don’t just accept the first price they throw at you. Negotiate:
– Ask for Discounts: Especially if you’re booking during off-peak times.
– Bundle Services: See if they can throw in extras like AV equipment or tables.
– Read the Contract: Make sure there are no hidden fees or sketchy terms.
—
Step 6: Plan for Logistics
Once you’ve booked the venue, think about:
– Permits: Does your event need any special permits or licenses?
– Insurance: Some venues require event insurance. Don’t skip this.
– Accessibility: Make sure the venue is ADA-compliant if needed.
– Weather Backup: If it’s an outdoor event, have a Plan B for rain or extreme heat.
—
Step 7: Build Relationships
– Treat the venue staff like partners, not just vendors. A good relationship can lead to perks like early access or future discounts.
– Leave the venue better than you found it. They’ll remember you for the next event.
—
Pro Tips:
– Book Early: Popular venues get snatched up fast, especially during peak seasons.
– Think Outside the Box: Non-traditional venues (art galleries, warehouses, rooftops) can make your event stand out.
– Use Tech: Tools like AllSeated or Social Tables can help you visualize the space and plan layouts.
—
Boom! Now you’re ready to find the perfect venue and throw an event that’ll have people talking for weeks. Go crush it, homie! 🎤✨