Events

The Ultimate Guide to Venue Finding Services

When it comes to planning an event, selecting the right venue is a big deal.

Enhance the atmosphere

Choosing a fantastic venue can greatly enhance the atmosphere and ambience of your event - helping guests engage with the conference, exhibition, trade show or any other type of event.

Speak to our team

Brand Awareness

The venue plays a crucial role in more than just your event, it says a lot about your brand too. Many factors contribute to how people perceive a venue, e.g. it could be in an isolated location, be over capacity or just not up to scratch. All of these things can negatively affect your brand and discourage people from attending future events.

Get in touch

The venue is everything

Essentially, what we’re saying is the importance of finding the ideal venue cannot be underestimated; which is why so many people turn to venue finding agencies just like us. To help you select the right venue for your event, your budget and the needs of your attendees, we put together this guide.

Here, we outline everything you need to know about venue finding services and how working with a venue finding agency can be hugely beneficial to your event. This is our ultimate guide to venue finding services.

See how we can help

Understanding your event's goals

The first step in identifying the right venue for your event is identifying what your event is and what you want to achieve.


Establishing clear goals is crucial to finding a suitable location, for example, your aim could be to attract a certain number of attendees to your event or convey a specific message to those who attend. 


Similarly, you need to identify the type of event you want to hold. It may seem like we’re stating the obvious, but it’s unlikely that you’re going to find a one-size-fits-all venue that will be as suitable for a corporate seminar as it is for a summer party. 


When we start working with a client, our first task as an events agency and venue finder is to understand the client’s objectives. Once we know exactly what a client wants their event to achieve, we can ensure all of our plans contribute to this success criteria. 


The venue selection process

Once your goals are clearly defined, it’s time to find and select a suitable venue that’s going to impress your guests and help make your event the best it can be. 


The venue selection process can be stressful, and there are a lot of things to consider, which is why so many people turn to venue finding agents like us. To help you understand more about the role of a venue finding agent, here are five considerations to address during the venue selection process… 


  1. Location

The type of event you’re planning will greatly impact the type of venue you require. Large conferences, for example, should be held somewhere easily accessible with good transport links, so people travelling from further afield can attend. By comparison, it would be much easier for a summer party to be held in another venue, either closer to the company’s HQ or with the organisation arranging their own travel. 


So, when you’re picking a location, think carefully about the viability for attendees - ease of access, transport links and parking. 


  1. Facilities and amenities 

Another important consideration is whether the venue is suitable in terms of equipment, catering services, WiFi, restrooms etc. 


Likewise, the amenities in close proximity to the venue are just as important too, like hotels, bars, restaurants and the aforementioned transport facilities. 


  1. Capacity, layout and accessibility

As part of your initial goal setting task, you should already have a good idea of how big your event is and how many people you would like to attend. 


In addition to this, if your event is a corporate conference, you may require more than one seminar, workshop or talk to be on at any one time. This will require you to work with the venue to ensure a layout can be designed and adapted in a way that allows guests to move freely and guarantee that people can attend every talk they want. 


When you’re looking for a venue, it’s imperative that it has adequate accessibility provisions in place for disabled guests. This should include access and egress points, disabled parking and hearing loop assistance. 


  1. Cost, availability and insurance

Once you have found the ideal venue, somewhere that’s accessible, in a good location and has all of the required equipment and amenities you need. The next step is to work out whether it’s financially feasible to book the venue and that it’s going to be available on the required dates. 


Typically, a venue will charge a booking fee or take a deposit on booking, so make sure this is factored into your costs. If you’re charging guests an admission fee, you may use this to offset some of the cost of hiring the venue; however, you must ensure value for money otherwise people may not want to attend. 


Another element that you need to consider is insurance. Although the hosts and the venue will take the necessary steps to avoid accidents happening, things can go wrong, so it’s crucial that the necessary insurance cover is in place. 


  1. Ambience and atmosphere 

The ambience of a venue plays a key role in enhancing your guests’ experience of your event and your brand. Music, lighting and interactive features can all have a big impact on how people perceive the event, so you need to make sure these elements are covered, and that the venue you choose has the facilities to accommodate event tech services.


Benefits of using a venue finding agency

The venue selection process can be stressful, especially if you haven’t done it before. Working with an events agency can help to alleviate that stress and ensure that the venue finding process runs as smoothly as possible. 


Venue finding agencies, like us, often offer many more services too. For example, if you chose to work with Gustaf, we could help you procure all of the relevant event tech equipment you require and tailor your event and its marketing and promotion to achieve your goals. 


Why choose Gustaf as your venue finding agency?

One of the key benefits of working with Gustaf is that we’ve built up great relationships with venues of all different types and sizes. Essentially, we can help you find the best venue for your event and make sure it's filled with the best tech solutions - helping to guarantee that attendees are delighted when all’s said and done.


We can even help you if you’ve left things a bit later than you should have too, by utilising our large index of venues and contacts. 


Whatever your needs and the scale of your event, get in touch with us and see how Gustaf can give your event the wow factor. 

When it comes to planning an event, selecting the right venue is a big deal.

Talk
to us

Fancy a chat about a specific project? Just holla! We're here to help :)

Talk to us

Fancy a chat about a specific project? Just holla! We're here to help :)

Your email address will never be used for evil

This field is required

Your email address will never be used for evil

This field is required

Your phone will never be used for evil

This field is required

Type your input data here

This field is required