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Insights on events, technology, and the future of gathering
Quick answer: Choose your event venue as early as possible, and judge each option on 13 factors: location, parking, capacity, contract flexibility, services and amenities, catering, layout, technology, pricing, insurance, accessibility, acoustics, and date flexibility. The right venue fits your audience and budget, and sets the tone for the whole event.
When it comes to hosting in-person events, the venue is just as important as the food and entertainment. It is one of the first things your attendees see, and it sets the tone for the entire event. So how do you make a strong first impression that lasts?
As a leader in onsite event technology solutions, Canapii has powered 2,000+ events and has seen what works, what doesn’t, and what has potential. Below are the best practices we recommend when choosing an event venue.
Start looking for a venue as soon as you start planning your event. Your venue will help you make decisions about most of the other facets of your event, which makes it one of your first priorities.
Venues can be booked out months in advance, so it’s a good idea to book yours before someone else does. Booking early helps to ensure you get the venue you need as well as the dates you want. Once you have a venue in place, you can start designing the other details of your event around your physical space.
The venue’s location can make or break your event. If the venue is too far away from your target audience, you’re likely to lose them.
Location also affects your budget. If you’re looking for a cheaper option, venues further away from the city centre are usually a good bet.
A lack of parking can be a major inconvenience for your guests. If there’s no dedicated parking lot or garage for your event, guests will have to park on the street, which can be a pain, especially if it’s raining or snowing.
Parking can also be a safety issue. If guests have to park far away from the venue, they could be putting themselves at risk, especially late at night or in an unsafe neighborhood.
The right capacity keeps your guests comfortable. If a venue is too small, it will feel cramped; too large, and your guests will feel lost in the space.
Capacity also affects the acoustics of the room. A smaller room will have better acoustics than a larger one, which matters if you’re hosting a music event or something similar.
Finally, capacity drives cost. Larger venues often come with a higher price tag, which will affect things like ticket prices, food budgets, and more.
Things change, and you need to be able to adapt. A flexible contract lets you take advantage of opportunities as they arise. You might sell more tickets than planned, which would require more food, drink, and other supplies - or the opposite might happen, and fewer attendees mean you’ll need less of what you budgeted for.
A flexible contract protects both parties and can help prevent disputes down the road.
Different venues offer different services and amenities. Can guests access free WiFi, or do they need to pay for it? Does the venue offer on-site AV equipment, or do you need to provide your own? Is cleanup included? What about an event porter or parking attendant?
Once you have a shortlist of venues, explore each one in more detail. Ask specific questions about available services and amenities and whether they’re included or cost extra. Take good notes so you can compare each option later and decide which venues give you what you need.
Catering can make or break an event venue. It’s important to choose a catering company that is experienced and professional, and that can provide the type of food you and your guests will enjoy.
Many venues offer in-house catering, which gives you one less thing to contract out. Ask about the food and drink options available, and learn about quality and taste from people who have attended events there before. If some attendees have allergies or dietary restrictions, ask how the caterer can plan a menu that will work for your audience.
Event layout affects how well attendees can see and hear the speaker, how easily foot traffic flows around the room, and the overall atmosphere of the event.
A well-designed layout takes all of these factors into account. It ensures attendees have a good view of the stage or presentation area, keeps walkways clear, and creates a pleasant, cohesive atmosphere that helps guests feel comfortable and engaged. Done right, layout can make a big difference to the overall success of your event.
An event venue is only as good as the technology that powers it, which is why event technology matters so much today.
With the right event technology, a venue can provide a seamless experience for both guests and organizers. From online ticketing to on-site check-in, the right tools make your venue run like a well-oiled machine. And when guests have a positive experience at the venue, they’re more likely to come back - and recommend you to their friends.
The venue is one of your biggest expenses, so choose one that fits your budget. That said, venue price can affect the quality of the event: if you want a high-quality event, pick a venue that reflects that - affordable, but not too cheap.
Remember, you get what you pay for. If you choose the cheapest venue available, chances are the facilities and service won’t be up to par.
Check the insurance coverage the venue carries. Many venues will have some form of insurance, but make sure the coverage is adequate for your needs. For a corporate event, for example, you’ll want the venue’s insurance to cover any property damage or injuries that may occur.
Venues that regularly host large events are likely to carry more comprehensive coverage; a venue that only hosts small events may be covered less thoroughly.
Choosing an accessible venue shows you care about your attendees. It sends a message that you want everyone to be able to participate in your event, so check for things like step-free access, lifts, and accessible facilities when you visit.
Acoustics matter - a lot. Imagine a concert where the sound is so loud and echoey you can’t make out the words, or a comedy show where you miss the punchlines because the room carries every other noise. Both are poor acoustics in action.
Good acoustics can make all the difference in creating an enjoyable experience for your guests. When choosing a venue, take the time to test the sound system and hear how the room works in person.
As mentioned before, things change. If you need to move the event date for any reason, make sure your venue allows it without adding extra charges.
As soon as you start planning your event. Venues can be booked out months in advance, and booking early secures both the venue you need and the dates you want. It also lets you design the rest of the event around the space.
Location. If the venue is too far from your target audience, attendance suffers no matter how good everything else is. After location, capacity and budget are usually the next biggest deciders.
Look for flexibility on attendee numbers and the event date, clarity on which services and amenities are included versus charged extra, and adequate insurance coverage for property damage or injuries.
Ask whether WiFi is free, whether on-site AV equipment is provided, whether cleanup is included, and whether staff such as an event porter or parking attendant are available - and whether each is included or costs extra.
A venue is only as good as the technology that powers it. Reliable connectivity plus tools for online ticketing, on-site check-in, and engagement create a seamless experience for guests and organizers alike.
As a leader in in-person events and event management software, Canapii helps you plan every detail of your event inside the venue you choose - from registration to on-site check-in. Get a free demo.