For many people, picking the perfect venue for their event (whether it’s a wedding, a party or a business event or retreat) is one of the most important aspects of the planning! And in the glorious British countryside, we’re spoilt for choice when it comes to stunning & memorial venues!
But what should you consider before choosing your perfect venue?
1) Is it the right size for my event?
Whatever you do, don’t fall in love with a venue & then realise it’s a complete headache to try & make it work for you with your guest list!
You’d be surprised how many people pick a venue & then have to spend time desperately trying to cut people out of the guest list to make it work. Or even the opposite problem, with people picking a huge venue & then having to increase their guest list so that it doesn’t look too empty!
Writing a guest list (or planning the number of places available for a business event/retreat) is stressful enough without having to do it multiple times & under pressure! So save yourself the stress, work out the number of attendees you need capacity for & then only look at venues which can accommodate you!
2. What are the logistics of having the event there?
There are SO many positives of picking a countryside venue for your event! Outdoor spaces, the views, peace & quiet..... The list goes on!
But one thing to consider is how people are going to get to & from the venue you’ve chosen.
If it’s very rural then public transport is unlikely to be an option. Or catching a train to a nearby-ish(!) station & then finding a local taxi. We’ve all tried it, it never works....!
So consider how people will get there (& the additional cost which you may have to cover).
Can people drive there & a stay over? Do people need a lift from their nearby accommodation? Will there be enough taxis available or would it be better to hire a bus?
Lots to think about but planning now will make the weeks & days before your event so much less stressful without people panicking last minute about transport!
3) Can I afford it?
In a previous life I was an accountant & tax advisor so numbers are my thing!! But I know that for lots of people they’re not. And I completely get that!
Trouble is, completely ignoring the numbers is likely to end up as a wedding that completely breaks the bank and/or ends up in debt (to the bank or the bank of mum & dad). Or a business event that makes sod all profit (or worse, a loss!).
So budgeting really is key!
If you’re have a wedding or a party:
Decide what you what to spend on your event
Decide what you can TRULY AFFORD to spend on your event
Work out how much you need to put aside every month/ ask family for to match that budget & STICK TO IT!
If you’re a business running an event/retreat:
Work out the wanted income from the event (no.of attendees x ticket price)
Work out the minimum profit required to make it worthwhile hosting the event
Work out the difference to give you your budget for organising & running the event
Remember that the less you spend, the higher your profit will be! (Obviously within reason - Dont scrimp on the event to earn a bit more profit as it’ll cost you in the form of angry customers, poor feedback & refund demands!! Fire Festival is a prime example - don’t offer people luxury & then offer them a packaged sarnie & a shoddy tent!!)
4. Can it offer what I want (& need)?
Sounds really obvious right? But I hear it time & time again from people, that they’re disappointed with their venue provider because there’s something they really want (or don’t want) but the venue can’t offer.
Do you want your guests to be able to eat a certain menu? Do you want to have access to your venue multiple days before your event to set-up? Do you want to have exclusive use of the venue during your event?
Sit down with your partner or your team & work out the non-negotiable things that your venue needs to offer in order for you to be happy. And then when you look around, ask them!!
And remember that even if you fall in love with the venue when you look round, if it can’t offer something on your non-negotiable list, then it’s not the venue for you!
Obviously there are lots more things to be considered when picking a venue, but these 4 are a very good starting point!! Happy venue hunting!!
If you would like any help planning your event, I’m here to help so please get in touch & we can discuss how I can help!
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