When it comes to planning events, there are a whole host of questions you have to ask yourself. Possibly the most important out of these is what type of event are you hosting - is it an intimate end-of-year team dinner, is it a product launch, or a conference with multiple guest speakers? When you know the answer to this, then you can figure out what type of venue you should look for, namely what size venue would best suit your event. So let's go over some of the factors that will help you find the right event space for your needs.
How Many People Are You Expecting?
A good rule of thumb is to overestimate rather than underestimate when it comes to the number of people you expect to be attending your event - within reason of course. For example, if you know you're expecting 100 people make sure your venue can fit at least 150-200 people. That way you know you'll have room for any last minute RSVP's, +1's, or on-the-day registrations. Nothing's worse than have a venue that's too small and making your guests feel squeezed in. Likewise, you wouldn't want a venue too large - all that empty space will make it seem like you expected more people to attend.
That being said, if you are expecting 100 people, avoid booking a venue that's good for 1000 people, unless of you're hosting a car show in which case you'll need the extra space. Otherwise, you're going to end up with too much extra space making your event feel empty and wasting money that could have been spent elsewhere.
What Will Happen During Your Event?
Think about the type of event you're hosting - is it simply a sit down dinner or will it involve people walking up on stage or getting food from a buffet? Or maybe you plan on having booths where people can test out and buy various products. What ever it is, it's important to consider the floor plan. Will people have enough space to walk around without constantly bumping into other guests? Is there an area of the venue where your guests can chat amongst themselves without blocking the way for other attendees?
When to go Big or go...to a Coworking Space?
Now that you have some of the finer details figured out, you can start to think about booking your venue. If your planning a company Christmas party you could consider booking a private room in a restaurant or bar, or if you work in a coworking space you could host it in the event space! Don't worry, if you don't work in a coworking space this option is still available to you.
However, if you're aiming for a larger event with a larger turnout, considering white box spaces, hotel conference rooms, or auditorium-style venues could be your best bet. They would provide you ample space to set up a stage, booths, seating, registration areas, or anything else that you might need for your event to run smoothly.
Now that you've got some ideas on how to start thinking about what size venue you need for your event, it's time to get to work! If you'd like a little extra help finding the right venue, reach out to our Space Experts at firstname.lastname@example.org ! They're always happy and ready to lend a helping hand.
Final tip: make sure the event space you do book has easy access and plenty of bathrooms!