According to Allied Market Research, private events can boost business profitability, entertain your clients, or raise funds.
So, if you’re the designated private event host for your business, you’ve got a big responsibility on your hands.
Here’s how to go about choosing the ideal venue for your private event and pull off your event hosting debut like a pro.
1. Work Out a Budget
You can’t get started planning your event without a budget to work to. Make sure you allocate funds to other event essentials like catering, equipment hire, or entertainment before you blow your entire budget on venue hire.
If your chosen venue provides some of these services, you can adjust your budget accordingly.
2. Know Your Customers
Base your private event ideas on what your guests are likely to enjoy, or on the purpose of the event. For instance, you’ll need audiovisual equipment for a conference or a large event space for a sit-down meal.
The purpose of your event has a major impact on booking a venue.
3. Work on a Layout for Your Private Event
The size of the private event venue you need depends on your layout. You’ll need a larger space for dinner tables than you will for cinema-style seating. Take a look at some event websites to see what configurations they offer and how many people each layout seats.
4. Catering Options and Amenities
Check if the event venue has everything you need for the occasion. If you want to arrange your own catering, you’ll need to find a private event venue that allows this and has facilities for preparing and serving food.
The more your event venue has to offer, the more you can expect to pay. Yet, it’s often worth paying extra to spare yourself the inconvenience of arranging your own equipment hire or catering.
5. Hire Extra Help if Needed
If your venue hire doesn’t include wait staff and serves, you’ll need to hire these yourself. If you can round up some volunteers for these tasks, you can shave a lot off your budget.
Otherwise, you’ll need to engage with an outside vendor for these services.
6. Keep Checklists
It’s impossible to remember every aspect of arranging your event on your own. Use an Excel spreadsheet or notebook to help you keep track of to-do lists, prices, and ideas.
Many hands make light work, so try to get a committee together to help you make all the arrangements.
7. Convenient Communications
Look for event websites, like livenation.com, thebettyjayne.com, or venuebook.com, that offer you the option to inquire online. This helps you compare prices and iron out any queries instead of taking the time to visit every venue in town.
Facing the Big Day
If you follow these tips, you’re well on your way to hosting a successful private event. The final thing to do is relax and enjoy it. Your guests won’t know if everything doesn’t go exactly according to your best-laid plans.
Would you like some more practical advice? Browse our website for all the best tips on a wide range of topics.