• International Institute of Live Events

6 steps to find your perfect event venue

Updated: Dec 28, 2021

Finding the perfect venue for your event can be stressful and a large commitment. Even if you are planning a corporate event, exhibition, live touring theatre production or club night.

Before contacting the venue read the 6 steps below which that should help you ask the right questions to the venue manager.





Step 1. Capacity / Amenities


One of the first things to consider when choosing a venue, the capacity and it's amenities. Is the venue going to be large enough for the number of people that are going to be attending your event?

Venues capacity are determined by the number of exits available and audience circulation. Venues have set capacities depending on the layout of your event. Is your event layout going to be theatre, banquet, boardroom or cocktail / reception?


It is essential to know how many people will be attending the event and what the layout is going to be before looking for a venue.


Once you know your estimated audience number and layout you would like to know if the event has the amenities, such as production rooms.


Does your event require a kitchen, cloak room, green room or bar? Does the venue have these?


Step 2. Location / Target Audience


The location of the venue is imperative to the success of your event. Is the venue in a convenient location with good links to public transport? Has the venue got onsite parking?

It’s also important to make sure the venue is in an area that appeals to your target audience. This helps with creating the right atmosphere for your event and most importantly attracting the right people to your event.


Step 3. Licensing / Insurance


This is an area which is overlooked when choosing a venue. You must ensure that the venue you choose has the right licensing for the type of event you are putting on.

Different countries and regions throughout the country have different licensing legislation, it is different in Scotland and England and local authorities can and will impose special conditions to a venue license if they deem this appropriate.


In the UK if you are going to be providing entertainment the venue must have an entertainment license. If you are going to play recorded music or have a live band you also will need a license called TheMusicLicense which can be attained by PPL PRS.


Depending on the type of event you are hosting, you may be covered by the venues insurance. However we always recommend purchasing your own event insurance policy to cover your event.


Step 4. Marketing

It always good to check the venues social media to see if they have a good following, what type of events have been held in the past and if they have had a good response.

You can also ask the venue manager to see if they will help with promoting your event on their social media channels. This can attract more people to your event and can ultimately make the difference between making your event profitable.


Step 5. Technical


Does the venue have production equipment to make your event happen? This can include things such as a PA system, Lighting, Microphones etc.


If you are hiring your own equipment, ensure that the venue has sufficient power requirements. The venue manager should already have all this information.


Step 6. Cost


The cost of the venue can be the biggest consideration. Different venue charge depending on the type of event, how many people are attending or the duration. Knowing exactly how you will be invoiced, and any minimum requirements will ensure you don’t have any additional costs.


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References

https://www.hse.gov.uk/event-safety/venue-site-design.htm

https://www.gov.uk/licence-to-play-live-or-recorded-musichttps://www.gov.uk/guidance/entertainment-licensing-changes-under-the-live-music-act




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