Choosing a place to celebrate is supposed to be fun. Somewhere between deciding on a date and the actual event, the whole choosing a venue thing becomes a headache. It does not have to be this way. Choosing a venue is easy if only the right things are prioritized and others can just be answered later.
People get stuck in the nitty gritty because they are trying to solve potential problems before they even get to the more basic questions. This is all backwards. If you get the basics sorted, the rest becomes manageable.
Know What Cannot Change
There are some things that need to be set before you even start looking for venues. How many people are invited? What is the budget (the real budget not a pie in the sky one)? What dietary requirements need to be catered to?
It sounds boring right? But this saves so much time. There is no point falling in love with a venue that can cater for thirty people if you are planning for fifty. It either works or it doesn’t.
Accessibility is another thing most people forget about until it is too late. This is more than just wheelchair friendly. This is about how people will access the venue and whether it is going to be easy or an absolute mission for everyone involved. Are older relatives going to have to cross town just to get to the venue? Are they going to have a hard time finding parking and is it going to take them half an hour? The last thing anyone wants to do is make their guests struggle to celebrate.
The Venue has to Suit the Celebration
A sixtieth birthday party is not the same as a retirement party and it also not the same as an anniversary celebration. Venues give off completely different vibes.
Is it going to be hard for people to mingle? Are they going to be standing around trying to talk? Then trying to figure out the seating arrangements could become a headache. If there will be speeches or toasts, then the acoustics matter more than anticipated.
For birthdays and anniversaries of significance where the focus is on good food and good conversation, a wine bar in Battersea power station or something like it usually works best to ensure everybody is comfortable yet feels celebrated.
Time of day is another consideration. Just because a venue looks great for an evening celebration doesn’t mean it is going to suit breakfasts at ten in the morning or three o’clock on a Sunday afternoon. Think about how well lit it is going to be. Where will people go in the venue? How is nature going to help them settle in for the celebration at different times of day?
The Food and Drinks Needs to Be Sorted
Sorting this part can easily lead to people falling apart. People think it is all sorted and then find out that the food costs are much higher than anticipated or that the options are really limited.
Some venues have set menus which can be easier for calculating costs. Others let people choose from a varied menu. One is not better than the other and it really does depend on what gathering people are planning on.
Are there going to be vegetarian or vegan guests? Now is the time to figure out how flexible the venue kitchen is going to be.
Drinks can be a nasty surprise too. Some venues include wine or basic drinks. Others make you pay per person and that can add up quickly when you are not expecting it.
The Smaller, Boring Things
Once all the big things have been taken care of, there are small things that need to be catered for otherwise guests could have a headache of a celebration.
Does the venue come with tables and chairs or any other items that are needed during every meal? The type of music that can be played at venues differs. Can you connect your own play list without any restrictions or issues?
Decorations are another variable. Each venue may have wildly different rules around what can be used to decorate so this is something that should be established before.
How long do you get to use the venue? When and if things are running over time can you still be there or do you have to get out immediately? Some venues have flexibility with this, and some do not.
Trust Your Gut About the Venue
Once all things have been established and checked, do not ignore your gut feelings about the venue. If it does not feel right when you walk in there do not ignore it even if all practical things tick the boxes.
People give so much information if they pay attention during their first conversation with staff. If responding to your first questions is hard for them, imagine all their guests after they have your money?
You Have to Decide At Some Point
All the planning and looking can only take people so far before they need to take their first option. Comparing one or two good options is a must when there is a low budget or many restrictions but comparing ten venues can lead to paralysis when they should be focusing on other elements of the gathering.
When an option looks good and ticks all the boxes it should just be picked and people should move on with to the next step in their gathering plans. It does not help anybody to second guess their decisions.
The perfect venue does not exist. The right venue for this celebration does exist though. It is the venue that accommodates all the guests comfortably, that suits whatever gathering people are planning and that just works for the person having to sort out all the details for others who need to gather with friends or family for some occasion. When all of these factors are in alignment it becomes so much easier to plan for all other aspects of the gathering, everybody can focus on what really matters: celebrating!
