Our Top Tips On Booking An Event

Type of event

Why are you throwing this event? Is it to generate revenue? To launch a product? To educate? Networking? Is it for clients or employees?

Event Objective

Start simply; A theme. A plan. A goal. Your event has a purpose from the beginning, which will drive content, speakers and the venue.

Audience

Define your target audience so you can tailor the event’s message to your potential attendees.

Consider the client reach if you decide to offer a hybrid and in person option and adjust your budget accordingly. You need to ensure those attending remotely have an equally enjoyable experience as those attending in person.

Location

Make it easy to get there! Think about where your attendees are travelling from, and how they will get to and from the venue. By starting an event a little later, it may mean that more delegates can attend due to less peak time travelling.

If most of your guests will be coming to your event by car, ensure that there is either parking on site (& enough for your numbers) or at least there are plenty of car parks nearby.

Dates

If you can be flexible on dates, then that is great. If you are on a budget, consider booking during quieter periods or less popular days of the week as the quotes will be better.

Budget

One of the most important key elements of event planning – be realistic!

Logistics & Co-ordination

Create a timeline and share with other members of the organising team so everyone can see and assist in you reaching your event goal.

Times

How long do you need the venue for – set up/breakdown etc – Allow plenty of time for set up – some venues will allow complimentary access to set up the night prior if the room is available closer to the date. This will help if you do not have the budget to pay for it.

Type of venue  – Appeal/Wow Factor

Is there a certain type of venue that would work well for your event? Perhaps there is a style of venue that would appeal to your guests and add something a little special to your event? Take a look at different types of venues page for more information.

The ambience created by the venue should match the desired tone of the event. If the venue has a ‘wow’ factor or is ‘instagrammable’ this can attract more delegates to your event if this suits your corporate image.

Why not use the venue’s style and aesthetics to reinforce your event’s theme or brand identity.

Size and capacity

Choose a venue with the right size and capacity to suit the number of people attending the event. The room layout is equally important – have a read of our guide which explains the different layouts available and which layout suits which events.

Any venue restrictions?

Check with the venue in case there could be restrictions, particularly if the venue is located in a residential area.

Accessibility

Keep in mind that some of your guests might require special access to the venue and amenities.

Are there any hidden fees/costs?

Be as detailed and specific as possible when communicating your requirements. This allows venues and us, as the venue finder, to provide a more comprehensive quote from the beginning and therefore avoids any potentially ‘hidden fees’ for services being added retrospectively. Carefully check the contract clauses and negotiate if necessary.

Flexibility

If you can, for example, adjust your requirements to fit in with the venue’s availability then you may get better rates and choice of dates. Do also check on how flexible a venue might be with cancellation policies, final numbers etc.

AV/Technology

Check to see if any of the venues include AV which will help with your budget or if AV must be hired through a preferred supplier. If there are any specific requirements, then it is best to check right at the beginning of your search that the venue can accommodate these.

View the venue

This is something we really encourage our client to do. A site visit allows you to evaluate the venue’s physical features, accessibility, layout and overall condition. The visit will also help you visualise how your event will work and might even give you some more ideas! Sometimes this is not always possible and in these cases the venues will offer a virtual showround.