Venue Selection: All you need to know

The venue is about everything to an event. It is where the dream unfolds; a place one probably remembers till eternity, for good or for bad. It’s why venue selection is the first thing to do after finalising on an event date. As overwhelming as this daunting task can be for intending couples [even before wedding planning starts], it is easy if you know the ropes and what to look out for. This said, here are 6 things to carefully note while selecting a venue for your event:

1. Target Audience/Guest Size: This is about the number of people you are expecting to attend your wedding. Make sure your venue can easily accommodate your expected guests. The venue should neither be too small nor too large for your guests. It could be uncomfortable for the guests and even you, if too small. And you just might end up needlessly paying more for the venue, if too large. It is also important to keep in mind and work on extra spaces for vendors who would be inside the hall.

2.Proximity/Convenience: You’d mostly navigate between 3 places (Church/Mosque, Hotel and Reception Venue) on your wedding day. So ensure that your reception venue is in proximity to these other two places, to avoid undue stress for you and your guests. Your venue should also be comfortably serene with adequate lighting and ventilation.

3. Venue services: Before hiring a venue, check out the number of services provided by the venue like parking facilities, security, venue staff/team members, and additional services. While it is pivotal to ensure that the venue has adequate parking space, it is also pertinent to ask about the venue’s restriction policies so as to make informed decisions [on working with/around them].

4.Venue fees: It’s important to get clarity on what the venue fee covers, and what it doesn’t. An example is a hall whose fees only cover 5 hours of power supply after which an additional cost is charged for every one hour. It will be good to have this information ahead so as to plan with it in mind. So, arm yourself with enough information about your desired venue. Another thing to ask questions about is the “refundable fees”. Most event venues require refundable caution fees from key vendors like the event designer (decorator), caterer, band and DJ. Be sure to confirm this in order to inform concerned vendors and, clause it in your SLA (Service Level Agreement) with the venue provider.

5. Venue inspection: As you will always be sold an event venue as the ideal venue for your event, it is crucial to have a first-hand feel of how exactly an event centre is. You could ask the management on your first inspection, about the date for the next event at that venue and then, attend as a guest. By so doing, you’d have the chance to uncover for example, how truly ventilated the venue is when packed full. Any venue will appear super cool when only a handful of people are present, remember.  You’d also be able to figure out the exact guest capacity (against what you are being told). This strategy helps you note amongst other things, how easy is it for service providers/vendors to move around the venue. After all, “seeing they say, is believing”! This still feels like a lot of work, well you already know this is one of the many things we are good at and we are always at your service.

6. Contracts: If you follow our blog posts regularly, you’d have by now, be familiar with the importance of vendor contracts. What is a contract? A contract is a legally binding written document/agreement that states clearly, the terms and conditions guiding business services/transactions between two parties. Most event venues have this, and simply ask clients to sign. Make sure, however, that you read every line carefully, ask questions, raise comments and ask for amendment [if necessary] before signing. And in case your venue doesn’t have a contract, simply google up templates to help you draft one and ask them to sign. It does saves, trust me!

I hope you have found these tips useful? I wish you bliss as you countdown to your BIG day.