When choosing a venue for an event, several crucial aspects must be considered to ensure a successful and well-executed occasion.
Firstly, the capacity of the venue is vital, it should comfortably accommodate the expected number of attendees, as well as allow ample space for movement, seating, and any planned activities. The layout and design of the venue should also align with the event's purpose and format, with appropriate areas for presentations, networking, exhibitions, or any specific requirements.
If you are using an outdoor space, it is always important to have a contingency plan in place should the weather take a turn for the worst, this can include an indoor space that can be used or having marquees/gazebos in situ. Some activities that you may have booked may not be able to operate in certain weather conditions, so having a variety of activities planned is always sensible.
The availability and capacity of electrical power can directly impact the success of the event, as it plays a crucial role in powering lighting, sound systems, audiovisual equipment, and other essential components. Assessing the venue's power infrastructure, including the number and locations of electrical outlets, voltage capacity, and backup power options, is essential to ensure that the event's technical needs can be met. It is important to consider not only the power requirements for the event itself but also any additional power needs for vendors, exhibitors, and other participants. By carefully considering power requirements when choosing a venue, event organizers can prevent power outages, ensure the smooth operation of equipment, and provide a seamless experience for attendees.
Access is a key factor that needs to be considered when picking your venue. Seamless logistics and efficient operations heavily rely on the accessibility of the venue for transporting necessary supplies, equipment, and goods. A venue with designated loading areas, wide doorways, and ample space for delivery vehicles ensures smooth and timely deliveries, reducing the risk of any delays and disruptions. By carefully evaluating the access for goods coming in and out, event organizers can ensure that all necessary resources are readily available, minimizing logistical challenges and guaranteeing a successful and well-organized event.
If your venue is unlicensed, you will also need a temporary event notice (often referred to as a TEN) if you are planning on carrying out a “licensable activity” on unlicensed premises. You won’t need to do this if your event is taking place in a licensed venue – but this is always worth checking when booking.
Licensable activities include:
- selling alcohol
- serving alcohol to members of a private club
- providing entertainment, such as music, dancing or indoor sporting events
- serving hot food or drink between 11 pm and 5 am
It is vital that you have applied for an events license if you require one, if you don’t have one and carry out an activity that you should have a licence for (or allow your premises to be used for one), you can be fined, sent to prison for up to 6 months, or both. *
There are restrictions and rules when serving a TEN.
Some venues have license restrictions in place, for example only being effective until a certain time, being limited to a certain decibel, and also their operating times. Make sure to confirm this and make sure it aligns with your event timings – there is nothing worse than having the plug pulled when the party is just getting started!
Finally, considering the venue's ambience, reputation, and overall suitability for the event theme or purpose will contribute to creating a memorable atmosphere. By carefully evaluating these aspects, you can select a venue that aligns with your vision and accommodates the needs of both you and your attendees.
We were tasked with finding a practical, yet like-for-like venue to replicate one featured in a Christmas advertisement for Dior, read more about the event here.