Planning an event is exciting, but let’s face it – finding the perfect venue can feel like a big task. Don’t worry, though! With the right venue, you can create an unforgettable experience for your guests. From accessibility to catering there’s plenty to think about, but I am here to help make it easy and stress-free (aren’t I kind?).

This handy checklist will guide you in picking the perfect spot, making sure every detail is covered for a smooth and successful event.

Accessibility of venue

One of the first considerations should be accessibility for individuals with disabilities.

• Does the venue have step-free access, elevators, or ramps?
• If there is a stage, is there a ramp or lift available for those who may need it?
• Are accessible restrooms and parking spaces provided?
• Does the venue offer features like braille signage, tactile paths, or guided assistance for the visually impaired?
• For the hard of hearing, are there hearing loop systems, captioning services, or areas with reduced ambient noise?

Catering

Catering options can make or break your event’s dining experience.

• Does the venue’s catering team accommodate common dietary restrictions, such as gluten-free, vegetarian, vegan, or allergy-friendly options?
• If you’re hosting a themed event or have specific culinary requirements, ensure the venue can cater to specialised menus.
• Are they restricted to menu choices that might now wow your guests (is it conference chicken?!)
• Do they allow external caterers if their in-house options don’t meet your needs?

Space and Capacity

Understanding the venue’s capacity is vital for comfort and practicality.

• What is the maximum number of seats or tables the venue can accommodate?
• Will the space feel cramped with your expected guest count, or will there be ample room for everyone to move around comfortably?
• Depending on your event’s nature, check whether you may need additional designated areas.
• Do you require a stage for speeches or performances? If so, how large is it?
• Is there enough room for a dance floor or a walkway for ceremonies and processions?
• Can you set aside a dedicated area for photographs or a photo booth?

Logistics

When planning the logistics of your event, timing is everything.

• What is the earliest possible “get-in” time for setting up decorations, equipment, and seating?
• Are there restrictions on setup and teardown times?
• If your event includes entertainers, speakers, or hosts, check for additional facilities.
• Is there a private room where they can prepare, rest, or change outfits?
• Are these spaces equipped with necessary amenities like mirrors, lighting, and seating?

Extras to consider

While the above checklist covers the essentials, here are a few bonus questions to ask:

• Does the venue provide Wi-Fi and AV equipment for presentations or music?
• Are there on-site staff to assist with technical issues or last-minute needs?
• Does the venue have a contingency plan for outdoor events in case of bad weather?

Choosing the right venue requires balancing your event’s unique requirements with the venue’s offerings. By using this checklist, you can ensure your event is inclusive, comfortable, and well-equipped to meet your guests’ needs. Don’t hesitate to visit potential venues in person, as this will give you a better sense of their layout, facilities, and ambiance.

Remember, the goal is to create a seamless and enjoyable experience for all attendees. With careful planning and the right venue, your event is sure to be a resounding success.