Tips for Renting Event Spaces for Your Next Big Event

Do you want to make sure your next event is a big success? With location, insurance, and accessibility to consider – organizing an event can be intimidating! With so many decisions, where do you begin?

Searching for perfect event spaces can be tricky. Read on for our top tips on renting a space for your next event.

Start Looking for Event Spaces Early

The sooner you begin searching for your perfect event venue, the better. You’ll have ample time to weigh up your options and ask questions about the venue. Try to book your venue at least 5-6 months in advance. This will allow you to plan the catering, marketing, and other essential tasks with plenty of time to spare.

When booking your venue, important things to consider are:

• Access to local transport (taxis, airports, train stations, etc.)
• Parking options
• Accommodation availability for guests

Create a shortlist of your potential venues before booking so you can request proposals and be precise with your requirements. Venues can give more detailed proposals if you tell them your specific needs.

Provide your guests with GPS maps, driving instructions, and local transport information to make their journey to your event smooth. You can use an event tracking app to make the event information available to your guests.

Be Clear on Your Budget

Before you start planning your event, it is important to plan your budget. Start by listing all the venue expenses, including services, equipment, and venue cost. Enquire with your chosen venue about any complimentary services they may provide before committing to paying for any.

Make sure your negotiating skills are up to scratch, so you get the best deals for your money. If you are new to planning events, you could also hire a professional event planner to help with securing the event space.

Check Facilities and Services

The venue you select must have the facilities your event needs to run smoothly. Do you need a PA system or projector screen? If you are catering for your guests, then you’ll need a kitchen. You’ll also need to decide whether your venue is providing the catering service or if you will be outsourcing it.

Is your chosen venue accessible? If your guests have additional needs, then you must understand what their requirements are and communicate them with your event venue. Ask your venue what their capacity is (minimum and maximum), so you can ensure everyone can access the building and its facilities.

Whether your venue is a conference center or a hotel, it is important to know what your guests require. By catering to their specific needs, your event is sure to be a big hit.

Plan Your Event with Confidence

There is a lot to consider when renting the right event spaces. By communicating with your chosen venue and negotiating the right rental price, you’ll ensure the success of your next event. Make sure you have a clear plan, budget, and plenty of time to organize your main event.

Did you find this article helpful? Continue reading our blog for more helpful tips on how to make your next event successful!