It’s important to book the venue as early as possible. Once you confirm the date, start looking for venues!
If you leave this crucial step too late, you may find yourself struggling to find an available venue, especially during the busy seasons.
While most company events are hosted at hotels and conference centres, you shouldn’t limit yourself to these traditional venues. Stand out from the crowd by hosting your event at an unconventional venue!
Unique venue ideas: theatres, parks, libraries, museums, mansions, castles, casinos, resorts, wineries, and yachts.
Is it too big, too small or just right?
Bigger is not always better, especially when it comes to the size of the venue. Not only will the rental costs be higher, hosting your event in a room that’s too big can lessen the impact of your event. Your guests will enjoy the event more if it’s easy to focus and they feel a sense of connection and community.
Where is it?
Make sure the venue you choose can be easily found by your guests. If they have trouble finding the venue, they aren’t going to be in the best frame of mind when they finally do arrive. Even if it’s simple, give your guests detailed directions. It’s also smart to add public transportation options for further convenience to your non-driving guests and those visiting from out of town.
It looks great …in photos
Before you sign on the dotted line, it’s best to visit the venue in person. Online photos can be deceiving – you could be looking at pictures that were taken after a décor company adorned the room with their finest furniture and decorations. To avoid any surprises, take a tour of the venue to make sure you’re clear on exactly what you’re getting and all the costs involved.
Question time!
When choosing an event venue, there is far more to consider than just the price – it should be just one of the considerations. Refer to the Venue Checklist on page 14 when you’re surveying venues, and be sure to ask lots of questions when you visit!
Indoors or Outdoors?
Outdoor events will offer guests a literal breath of fresh air after being cooped up inside. The natural beauty of the surrounding landscape practically eliminates the need for costly decorations. Plus, the serenity of being outdoors can be a draw for many guests. However, outdoor events bring their own set of challenges that need to be carefully considered.
Event type
Some events just work better outdoors due to their nature. Fairs, festivals, and summer picnics are ideal for the outdoors. More formal events, like corporate meetings or awards dinners, might not be as successful. Consider the type of event you’re hosting and determine if being outdoors will add or detract from the focus.
Hosting certain types of activities outdoors can be a recipe for disaster and vice versa. Talk to your vendors to find out what works best for them. In some cases, they may need to use special equipment for outdoor events, resulting in additional fees. There’s also a chance they simply can’t accommodate the type of event you’re planning because of the surrounding environment.
Weather
Of course, suitable weather is crucial to the success of an outdoor event. Make sure you choose the date carefully. Take all kinds of possible issues into account: rain, snow, wind, sun, heat, humidity, and insects!
A contingency plan is essential in case the weather doesn’t turn out as you initially hoped. Make sure you have a backup venue available, like a tent or a nearby indoor space. Be prepared by planning for the worst and hoping for the best!
Guests
Consider the type of guests who will be attending your event. If a large number of your attendees would be uncomfortable outdoors, take this into account. Will the outdoor terrain make it difficult for guests to be comfortable? Would your guests prefer a traditional indoor event? Will hosting the event outdoors make it difficult for guests to see or hear the festivities?
Accessibility
Hosting your event outdoors can make it challenging to access. You may need special transportation to help your guests negotiate the terrain. This can range from having golf carts available to transport guests from the parking lot to chartering a bus to take them up to a mountain-top resort.
Venue Checklist
When surveying venues, ask yourself the questions below to ensure you choose the best venue for the type of event you’re hosting and the guests you’re inviting.
- Accessibility – Is the venue accessible to guests in wheelchairs and those with disabilities?
- Amenities – Does the venue have enough chairs, tables, and washrooms?
- Atmosphere – Does the venue present the appropriate atmosphere for my event?
- Capacity – Is the venue large enough for my event? Is it too large?
- Catering – Can the venue provide catering or will I need to hire a catering company?
- Decorations – Will their staff decorate the room or do I need to hire a decorator?
- Distance – How far will my guests need to travel to reach the venue?
- Electrical – Are high-voltage electrical connections required by any vendors?
- Insurance – What type of insurance is needed and how do I purchase coverage?
- Internet – Do guests require access to the internet? Will this be an additional cost?
- Licences – Will the venue help acquire necessary licences, such as a liquor licence?
- Cell reception – Do guests need cell reception? Do phones work inside the venue?
- Parking – Is there adequate parking for my guests? Is parking free or paid?
- Security – Can the venue supply security personnel if needed?
- Stage – Can the venue set up a stage for speakers and entertainers?
- Storage – Is there extra space available on-site to store items like empty boxes?
Learn the Lingo: Venue Terms
It may seem like booking a venue requires learning another language. Let’s decode some popular terms you may not have heard before:
Advance deposit: Money paid to a vendor before an event, to secure their services
Air walls: Moveable panels to divide large spaces into smaller rooms, usually seen in ballrooms
Amenities: The venue’s facilities and features
Auditorium/theatre seating: Arrangement of chairs or tables in rows, facing the stage
BEO: The Banquet Event Order is a detailed document with event specifications, such as room
setup, menu, timeline, etc. Also referred to as a function sheet or event order
Cancellation clause: When and why a contract may be cancelled and what penalties apply
Classroom seating: Arrangement of tables and chairs in rows, facing the front, like a classroom
Corkage fee: A fee for opening and serving wine
Drayage fee: A fee charged by the venue for receiving, storing, and moving your shipments
Exclusive use: Reserving a venue or section of a venue for your private use
F&B: Food and Beverage is any catering service provided by the venue. For example:
refreshment breaks, lunch, cocktails, dinner, etc.
Chevron layout: Arrangement of chairs in V-shaped rows, divided by a center aisle. Also
referred to as a herringbone or V-shape layout
Hollow square layout: Arrangement of tables in the shape of a square with an open middle
I&D: Installation and Dismantle. Time and labour costs of setting up and dismantling items
Inclusive rates: Rates that include everything, such as taxes, tips, and service fees
Minimum guaranteed number: The minimum number of guests being served food and
beverage. Used by the venue and caterers to determine their base fee
Preferred caterer: When the venue doesn’t offer a catering service, they’ll provide a list
of catering companies. Using a caterer that’s not on the list can result in extra fees
RFP: A Request For Proposal is a formal request for a vendor to provide a quote for your event.
Their proposal will include the details of your event and what they’ll provide for you
T&M: Time and Materials. A fee for time and materials contributed to your event. For example:
the cost of decorations plus the labour to install and dismantle the decorations
U-shape/horseshoe layout: Arrangement of tables or chairs in a U-shape layout
