Top Ten Tips When Booking A Venue

As part of our ongoing want to help you busy event planners, we thought we’d offer a quick run-down of tips for when booking a venue. We’ve split the list into a quick-fire list and a more detailed list. Use the tips as a tick-list or as a more detailed reminder. Whatever way you choose to use them, we’re sure they’ll come in useful!

However, if you’re still struggling once you’ve got through these tips and need some help – give us a call or contact us here and we’d be happy to step in and take all these things into consideration for you.

1. Location

2. Facilities

3. Cost

4. Response Time

5. First Impressions

6. Suitability

7. Accessability

8. Food & Drink

9. Accommodation

10. Quality of Customer Service! (Last but by no means least!)

 

 

Location

Setting is one of the most important things to consider when choosing a venue. It can determine accessibility, the facilities available for you and the suitability for your event. Things to consider –

  • Do you want a local venue or an international venue?
  • What type of location are you looking for? e.g. a countryside spot or an inner city area?
  • How far are your delegates travelling? Do you need access to public services/airports/railway/motorways, and if so how far away are they?

Facilities

Having the perfect facilities for your event can mean the difference between it running smooth and running wild.

  • Can the venue offer a room large enough to hold your delegates? Can guests travel around the space without trouble?
  • Are there suitable toilets nearby?
  • Can they accommodate disabled people?
  • Can caterers provide food and drink inside the venue, or is it in another room? If so, can guests easily access these areas?

Cost

Make a budget right at the beginning and stick to it. Provided you choose a good quality, experienced venue committed to making your event the best it can be then you’ll get far more from the experience –

  • Have you made a clear budget, and stuck to it?
  • Does the cost include everything you need for your event?
  • Are there any extra hidden costs?

Response Time

How fast or slow a venue responds to an email, or call can give a clear indication of what the service of the venue will be like on the day of your event. If they give clear instruction to wait at least 42 hours, and they have not responded within that time, it may be wise to have another search.

First Impressions

If possible, book a viewing at your chosen location. When you first view your chosen venue does it amaze you, or does it make you yawn?  If your first look is positive – great! If your first impression is a bit of a let-down, don’t give up – there will be other options! (it may be the inside inspires more than the outside – let’s face it, unless your event is outside, most of your attendees will only notice the inside.

  • Make a list of things you want to see in the venue. That way, you can thoroughly assess your venue in terms of your event’s needs. If at the end of the viewing you are still not satisfied, search again.

Suitability

You’ve viewed a few venues and have narrowed them down, but how does your venue suit your event?

  • Is the venue available on the date(s) you want? Are they flexible if change is necessary?
  • Does the venue fulfil your events purpose?

Accessability

Your venue is set in the beautiful English countryside, surrounded by thick forests and a large lake. But can you actually get there? And how are your guests getting there? How about disabled delegates?

  • If you need a venue which has good transport links for example a motorway or an airport then the countryside venue would be no good. If possible, make sure guests can access your venue easily and research into possible options and routes.

Food & Drink

Venues may provide catering or they may not. Whatever the outcome, discuss a few things –

  • What type of food/drink do they offer? Does it come under the price or is it an extra charge?
  • Ask for sample menus – maybe organise a tasting session. Make sure the menu offers both vegetarian and non-vegetarian options.

Accommodation

Choose somewhere that can cater for everyone, not just a few people. If you’re event needs overnight accommodation, find out the following –

  • How much are they charging per room / per night?
  • Do they have the space for all your guests? If not, ask for an alternative near by.
  • Ask to view a few rooms – what are your first impressions? Do they offer en-suites, coffee and tea and towels? Would you feel comfortable staying there yourself?

Quality of Customer Service

When you visit your chosen venue, what is the overall customer service like?
From the initial phone call, to the visit itself and how they deal with you and others around you, there will be a clear indication of how they will treat you and your event.

  • Are they attentive and have good product knowledge or are they somewhere else and give you little to no useful information?
  • Can they identify problems and sort things out quickly or do they time waste?
  • How do they approach you? What manner do they talk to you with? Are they interested in your event? How do they respond to your questions?

 

Category : Blog
Tags: , , , , , , , , , , , ,

Our approach

From start to finish we will help you find the right solution for you and your event.

No matter what size your event is, we can take the pressure off you by sourcing, negotiating and making the arrangements, allowing you to spend your time on more important issues.

Get in touch!

Contact us
Request a callback

Testimonials

 

"Thanks for all of your help - you really made the difference for me because of a) the time it saved me hunting around and negotiating rates, and b) getting such a good rate."

P.T, Gore Workwear