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21 Mar 2019

Venue Hire Considerations

Looking for that perfect venue for your event? Whether it’s a conference, product launch or party; your chosen venue is that big ticket item that will set the entire tone of your event… it’s important to get it right!

Before setting your heart on a space, make sure you know exactly what to look for. Below we’ve outlined things to consider and questions to ask in order to make sure you’re choosing the right venue for the right occasion.

Location

When looking for a venue, whether it’s for a morning conference, a late evening party or anything in between, first and foremost you’re going to want to consider your guests. How far do they have to travel, would they need somewhere to stay? These are possibly the two most important questions as it has the potential to set the tone of the event very early on…so worth getting right.

If your location is in a good location, close to transport links or convenient parking. you’re already in a pretty good position! If you’re looking to make a night of it, or even having an early morning conference you should consider people staying the night of or before the event. How much accommodation does the venue have at its disposal and what’s nearby?

Capacity

A venue that’s the right size for your event is important. An intimate party of your nearest and dearest? Bigger isn’t always better. You don’t want to find yourself in a huge room feeling like it was a terrible turnout!

Consider how many you’ll be inviting, if you’re close to the upper limits of a venue’s capacity you’ll give your event a fantastic lively atmosphere from the get go. If it’s a smaller meeting or conference you’re looking for, explore the options that the venues can provide, whether it’s the use of a smaller space or the introduction of some partitions, you’ll find many venues can comfortably accommodate for even the smallest of groups.

Style

Think about the type of venue that would best suit. If you have a venue that already has a defined style that echoes your theme or desired style for your event, you’ll save an awful lot of time and money by not having to decorate or dress the space yourself!

If you’re visiting the venue prior to booking don’t be afraid to ask about what else they can offer when it comes to dressing the spaces. For example, something as simple as table linen and flowers can make a notable change to the look and feel of a space.

Layout

What do you need from your event? Whether it’s room for seating and a screen for a corporate presentation or space for a live band and a dance floor for a birthday celebration, more venues than you might imagine could be perfect for much more than weddings and parties. Think about what you need for your event and book yourself a visit, after all there’s nothing better than seeing it for yourself and asking the questions while you’re there.

Catering

Would you like your venue to provide catering? If so, don’t hesitate to explore the menu options, many venues will either provide food on site or work with caterers nearby. Whether you want a hot or cold buffet or a three course, sit down meal, you’ll find this element of the event can be shaped heavily around you and tailored to suit your exact needs.

Service & Facilities

Make sure you know what services and facilities are available and at your disposal. Understanding exactly what your chosen venue can provide or offer, could transform your event and make things a whole lot easier for you and your guests.

  • Kitchen facilities
  • Equipment (such as AV equipment)
  • Extra space (like a cloak room or breakout room)
  • Security
  • Licenses (do you need a venue with an alcohol license?)
  • Restrictions (such as photography restrictions)
  • Extra fees (Like a corkage fee, overtime fee or cancellation fee)

It also pays to know who will be responsible for decorating and cleaning up!

Cost

Before signing on the dotted line, it’s important to know exactly what is included within the price. If you’re on the higher end of attendees, don’t be afraid to use this to your advantage when negotiating, where there are people, there’s money to be made at the bar! If you can be flexible on the date you may just save yourself a pretty penny or two. You’ll find certain days of the week could cost you significantly less compared to weekend rates so if that’s an option for you, explore it and see how much you could save.

The team at Custom House Plymouth would be happy to answer any questions that you may have about holding your bespoke event at Custom House Plymouth, even arrange a tour of the venue, so please get in touch – Plymouth: 01752 210770 or complete our enquiry form and we’ll get on of our team to contact you.

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