In the US, there are countless numbers of holidays Americans celebrate. Add birthdays and anniversaries to it, and it seems like you have an event to attend every other day!
While all other parties are arranged by your friends and family, perhaps it’s time for you to throw your own birthday bash or anniversary dinner. Planning takes a lot of hard work, and the most important bit is the venue. In this guide, we’ll give you tips on how to choose the best one for your event.
Start Early
The most important thing about finding a venue for your event is to start early. The majority of top-tier venues get booked up well in advance, sometimes even up to a year or two!
As soon as you know you want to have a party, you need to start searching for a venue, pronto. The sooner you can make a decision, the better, especially if you’re planning on having a holiday event.
When you get a jumpstart on planning, you’ll have a clearer picture of which venues are out of the question and which are feasible. Below, we’ll explain a few factors to think about when it comes to choosing your venue.
Consider Your Party Size
First up: how big is your party size? Have you invited a handful of people, or have you invited practically the entire town?
Obviously, if you’ve only invited your close friends and family, you probably won’t need a spacious and overpriced event hall. But if you have upwards of 100 guests, then an event hall is a must.
When you’re looking at venue capacities, it’s best to not push the maximum. For example, if you have 200 guests, while a hall that accommodates 200 people maximum is doable, it may feel cramped and uncomfortable. If your budget allows, you should go for a bigger space that accommodates 300 or more guests so there’s more room to wander and mingle.
Think About the Time of the Day
The time of day you hold your party will make a difference in choosing your venue. If possible, schedule tours at approximately the same time of day you wish to have your party.
If that’s not feasible, then you’ll want to try for the most similar lighting situation. For example, if you want to throw a party at noon, don’t go for a visit after dinner when the sun’s already gone down. Natural light significantly alters how a space looks, so what may look good in the daytime might not at night, or vice versa.
This is especially true of outdoor venues. If you’re planning on having a casual BBQ after dark, you’ll want to make sure the place you choose has adequate lighting so no one’s stumbling about at your party.
The best time to view a venue is right at sunset. That way, you can see how it looks both in the daytime and nighttime. Try and book your viewings at this time to make the most out of your time at each place.
Consider Accessibility
If all your guests are from the same city as you, then it may be as simple as choosing a venue located within the city limits. Or, you can expand your search a little bit and include surrounding cities.
But if you have people coming from out of town, you’ll want to make sure you choose a space that’s easy to get to from major transport hubs such as train stations or airports. Also, think about what affordable hotels are around the venue since it’ll add to your guests’ convenience.
Another thing to think about is how handicap accessible the venue is, especially if you have disabled or elderly guests attending. For instance, a space with lots of stairs isn’t ideal if you’re holding an event for senior citizens.
Do They Have Included Services?
You may want to DIY everything for your event; this means putting together your own decorations, arranging for the entertainment (including DJs), and cooking your own food. But this can get out of hand if you’re planning on having a large party.
While you may have to spend more money on included services, it can be well worth it in the end. Many venues have packages where they provide DJs, food, drinks, and cleanup services. So all you’ll have to do is turn up, then leave when the night’s over.
When you don’t have to worry about so many logistics, it’ll enable you to sit back and enjoy the event you’ve worked so hard to plan. Sometimes, spending a little extra is worth taking the extra stress off your shoulders.
Check Restrictions
If you want to forego the included services and do your own thing, you’ll have to check the venue’s restrictions before you go ahead with anything else. For example, some places might have strict rules on types of decorations and the foods you bring. Some might not let you bring alcohol either, so you’ll have to skip out on making cocktails for your guests if that’s the case.
Picking the Venue Is the Hardest Part
There’s no doubt about it — picking the venue for your event is the hardest part of planning. All other factors hinge on where the party’s being held, so make sure to get this out of the way first.
Once you’ve chosen a venue, then all other things should fall into place fairly easily. So do your research early, call around, visit multiple venues, and check this off your list early on to avoid disappointment and added stress later on.
If you live in San Antonio and need a venue that accommodates parties of all sizes, then get in touch with us now.
