Planning a party or an event is a challenging task as there are several factors to be kept in mind for ensuring its resounding success. Though, every aspect of event planning has its own significance but one thing that supersedes all is the venue. The place where an event or a party is being organized is an important determining factor for success. The venue can make an event successful or utterly disappointing, thus, it is very crucial to decide upon the perfect venue for your event. There’s a wide range of venue options available these days – both the conventional and the non-conventional ones. Depending on the event, you can either go for a formal setting or an informal setting. You can take your pick from banquet halls, convention rooms, restaurants, lounges, pubs & bars, gardens, parks, gaming zones, resorts etc. to host your events and parties.
Deciding upon the perfect venue might get difficult at times with so many available options to choose from. Following are some tips to consider while shortlisting good venues for your event:
Nature of the Event
The first factor on the basis of which party venue can be chosen is the nature of the event. If you are organizing a birthday party for your kid, depending on the weather conditions and interests of your guests (or your kids’ friends), you can either go for an outdoor playful setting or an indoor air-conditioned one with gaming options.
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If you are planning an anniversary party for your parents, ask them if they’d like to have a cosy celebration over brunch at a cosy farmhouse, a cocktail dinner party OR a destination stay-over event over a weekend with chosen family and friends. Whichever kind of celebration they choose, there are event venues that’d be perfect options for the occasion.
The Budget of the Event
Some venues are quite exclusive and charge heavily for use. Thus, establishing a budget for the event is another important factor that needs to be worked upon. The budget setting will further help shortlist the suitable venue options, making your search easier. You won’t be wasting any time investigating all those options that are out of price range and hence, save a lot of time and hassle.
Number of Guests Expected in the Event
The size of the venue plays an important part in making your party or event a success. A big event with hundreds of guests will need a large hall with elaborate sitting arrangements and furnishings while a small family gathering such as a birthday party or a baby shower can be accommodated comfortably in a restaurant or a small banquet hall. Misjudging the number of guests can create an awkward situation if the venue is not big enough to accommodate them. Vice versa, if the venue is too big, your guests wouldn’t feel cosy and connected. It is, therefore, necessary to make sure that you are fully aware of the number of guests who’ll attend the event and arrange a space accordingly.
If you send e-invitations to your guest list and ask them to RSVP, you’ll know how many people are expected at the event.
Select the Right Location
The overall look and feel of a venue can make or break an event. It is the location that creates the right ambience and mood for an event or a party. A thoughtfully chosen event location will certainly harmonize with the purpose of the event. A theme-based event needs a matching location for the theme to work successfully. Another factor to consider in this is the need for the location to be central or closer to your home/office. If you have guests coming from all corners of the city then choosing a central location is ideal. There might be guests who come from a different city or country and might need accommodations near the event venue or at the venue, if possible. It is, therefore, important to choose a location that will make it convenient for everyone to attend the event in their best spirits.
Weather Conditions for Outdoor Events
In case you are planning an outdoor event, it is important to find out about the weather before starting preparations. Though many outdoor venues are prepared to face sudden weather changes, it is still good to know more about weather forecast so as to avoid any discomfort to the guests. The venue plays a vital role in the success of an event and keeping above mentioned factors in mind will surely help you organize a scintillating event.
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Thanks for sharing such good article. This is really helpful.
I agree when you said that the overall look and feel of a venue can make or break an event. I want to hire a venue for my daughter’s wedding and I am looking for some beautiful serene places. Thanks for the information of the importance of event venues on the success of the event and I really hope that I can get a good venue soon!