Event How Tos

Special Guide To Picking The Perfect Venue For Your Next Event

By  | 

As an event organizer, you already know the importance of finding the right entertainer for your event. But what you may not realize is that there’s another element that can really help or hinder the success of your event: the venue.

A great venue can make up for so-so entertainment (as long as the rest of the event goes smoothly). But even the best entertainer in the world won’t be able to help if the venue you’ve selected is wrong for your event.

Here are a few things to keep in mind when picking the right venue for your event entertainment.

Size Matters

The venue’s capacity should be the first thing you consider. It’s a little like Goldilocks: the venue shouldn’t be too big for your event, but it also shouldn’t be too small. The trick is to find a venue that’s just right.

A lot of event organizers establish working relationships with one or two venues, which can help save a lot of time and effort when planning the logistics. But it’s important to remember that just because a venue worked for one type of event, the same might not necessarily be true for another type.

The kind of event you’re organizing will be your first step towards figuring out the right size venue for your needs. The guest count can vary wildly between private and public events, so you should take that into account.

If you’re hosting a private or more intimate event, you don’t need 10,000 square feet of space — it’ll make your event look sparsely-attended, and it’s hard to enjoy an event when it seems like nobody’s there. On the other hand, a small space might not be the best choice for a public event; you don’t want to turn people away at the door (or, worse, get shut down because you’re over capacity), so if you’re doing a public event, more space is typically a good thing.

Layout

The layout of the venue is also important, but determining the right layout for you depends on the kind of event you’re organizing — and what role you expect the event entertainment to play during the event.

If there’s another purpose for the event and the entertainer is playing more of a background role, it’s okay to book a venue that has a lot of corners or angles. In fact, a big open space probably isn’t ideal, since your guests will naturally focus on the entertainer, which may not be what you want.

On the other hand, if you’re expecting the entertainment to be a focal point of the event, then the layout of the venue is extremely important; some venues are far more preferable to others when it comes to hosting events that are centered around event entertainment. A venue with an open floor plan that offers 180 degrees of clear, unobstructed views of the stage is a much better option than one with lots of corners or angles.

So if your entertainer is the main selling point for your event, you need to deliver on that promise. To do that, your audience and the performer both need to enjoy the show, and that’s a lot harder to do if they can’t even see each other.

Entertainer’s Needs

When selecting a venue, many event organizers focus on the guests’ satisfaction. But if the event is going to include entertainment, you need to consider whether the venue is a good fit for the entertainer as well. After all, a happy entertainer is much more likely to put on a good show than a dissatisfied one, and a good show will make your guests happier. Here are a few of the things you need to consider.

Sound & Acoustics

First off, if you’re booking a musical act, consider the sound setup. If the venue you have in mind doesn’t have a good in-house sound system or the necessary equipment for a musical act, you’re going to have to rent it, which will drive up the cost of the event.

The acoustics of the venue are also important. Musicians want to put on the best show they can for the event’s guests, but bad acoustics can make that almost impossible. So if you’re thinking of booking a musical act for your event, start by looking at venues that are known for hosting concerts — they’ll likely have most of (if not all) the equipment you’ll need, and the acoustics are bound to be better than those of, say, an art gallery.

Accommodations

When booking event entertainment, the contract will usually include a “rider”; that is, requirements for what the entertainer needs when they’re at the venue but not performing. This can include the sound setup, food and drinks, but it often also includes a private area for the entertainer to get ready for the show.

Most established entertainers won’t be happy if they have to prepare for their performance in a hallway or a bathroom, and you don’t want them being distracted or disturbed by the people at your event — especially before their performance. So if the entertainer you’ve selected requires a private place to unwind, the venue you choose needs to include a space that will only be accessible to the entertainer and their team.

Venue Location

Lastly, an entertainer’s rider also establishes their requirements for travel and accommodations. As the event organizer, you’re often responsible for covering those expenses, and if your venue is really far out of the way, your costs could skyrocket. For example, if you select a venue that’s not near any major airports, the entertainer’s air travel will be more expensive. And if the only acceptable hotel for the entertainer is an hour-plus away from the venue, you’ll end up paying much more for their transportation to and from your event.

As mentioned before, a happy entertainer means a better performance. And whether or not it’s is a focal point of your event, a good performance from your entertainment will enhance the overall experience of the event. Picking the right venue is the first step in setting your event up to be as fun and memorable as possible.

 

EPB