How To: Find Your Perf Venue!

Alright, choosing a venue is a BIG DEAL – no matter the occasion. You want to be sure that the vibe is right, whether it’s for your best friend’s bachelorette party, your niece’s birthday party, a bridal shower or a work happy hour.

No matter the soiree, the venue is KEY….so how does one go about even beginning to get options for said event? That’s where I hope to help you a bit. I’ve helped countless friends, acquaintances and of course clients find the perfect venue multiple times and I hope this will help you a bit too! It’s like searching for a hidden treasure, and when you find the prize it’s SO worth it!

Here are your first questions to answer:

• What kind of event are you hosting and what type of venue will be appropriate?
• Will it be a casual reception with mixed seating or will it be a formal, seated affair?
• Will the event have a specific timeline, or is it more come and go as you please on a flow?
• Next up, how many people to you intend to invite and what is the budget?
• Now ask yourself, would you rather totally customize everything from the decor to the food and beverage selections or would you rather have a spot where one person will do everything for you? AKA a one stop shop. The said one stop shop option is more times than not the more cost effective option as well!

Once you have the answers to those questions above you should have determined what vibe you’re going for, how you want the event to flow, and if you envision the event being hosted at a bare venue that you can totally build out an experience or a restaurant/bar type venue that has everything for you.

Now, the search begins! I’m a big fan of using VenueLust, PeerSpace, EventUp & Party Slate. Two additional spots would be The Knot (specifically for weddings) or BizBash (specifically for corporate.) Local catering websites are also an AMAZING resource for venue recommendations. Usually caterers will have a laundry list of venues that they’re preferred in and work in often on their website. When searching, be sure to search by both capacity and location parameters that you want to be in.

So, you find a few venues that you want to contact, what next?

Give them the basics that you need for a quote to include the following:

• Event Name & Type
• Event Date & Time
• Anticipated Guest Count
• Budget for Services Requesting
• Food & Beverage Desires & Format (If the venue provides F&B, if not this would go to your caterer)
• Any Additional Important Details

In your first reach out, you typically want to ask for a few things: venue collateral and information, preferred vendors, photos of the space and photos of past events in the space. When asking for photos, be sure that you ask for photos specific to what you’re planning (reception, wedding, corporate cocktail hour, etc.)

Once you review these documents, you want to ask for a formal quote for your event – this will bring out a lot of hidden fees and give you a clear idea of your budget. Always ensure to clarify that things such as gratuities, venue managers and any other required fees are included.

Finally, once you narrow down your venues and receive a few proposals, set up appointments to do walkthroughs to see the space in person. Spaces can look and feel a lot different in person – always be sure to look at the space on google earth to see what the entry experience is like before going – that can be a game changer! Now, stop reading and get on the search for your ideal soiree location!