Event planning can be an extremely stressful task. With so many options available in Surrey and Metro Vancouver, it’s hard to know which locations will deliver exactly what you need. That is why we created this guide to help you select the perfect venue. Whether it is for a corporate party, wedding, conference or workshop, the right venue plays a major role in the success of any event.
Number Of Guests
Before you start looking at venues you must first know how many guests you are planning the event for. The number of guests will greatly affect your choice of venue. Have a space that is too big or too small and your guests may feel uncomfortable and even leave with a less-than-memorable experience.
The important question to ask yourself when planning your event is, how many people can comfortably fit in this venue?
Not only is this a safety concern for your guests but it also impacts the food and beverage minimums as well as the layout, thus driving up your budget.
With a rough idea of how many guests your event will cater to, it’s time to look for a location. It’s important to choose a venue that can be easily found and is accessible to all.
You want to have people attend your event, therefore you need to look at your guest list and look for a location that many can easily get to. Another thing to consider is how your guests will get to your event. Will they be driving or taking public transportation? If they are driving, make sure the venue has available parking.*
*One thing we recommend is if the venue doesn’t supply free parking, think about working in the parking fee into the ticket price.
Event Venue Layout
What type of event will you be hosting? Is it a corporate event? Christmas party? Or even a wedding reception? Whatever your event may be, it’s important to have an idea of what your event will look like in that venue.
Different events require different amenities and services. Will you be having a keynote speaker? If so, then you may need a stage and projector screen up at the front of the room. Will there be dancing? Then your venue needs to have a dance floor available as well as sound system.
If you can, ask the location staff for a floor plan with potential layouts based on your event type. You’ll be able to get a better idea of the venue’s capabilities and potentially get some inspiration to any custom designs you may have.
Another point to consider is the flow of guest traffic with your floor plan. What will guests see when they first enter the building? What is their experience like as soon as they walk through the doors? The layout is an extremely important point to consider. You should select a venue that is flexible with layout design.
Services, Amenities & Equipment
Now we’re getting into the finer details of your event.
It’s important to know what is already available for you at the venue and what’s not included. Here are some things to consider:
- Is there a kitchen? Can you still bring in your own food?
- What kind of decor is available at the event venue? For example, if your event has a theme, does the venue already have decorations available or will you need to bring in your own?
- Does the cost include setup and takedown?
- A/V Capabilities: Will you be using microphones and/or playing music at your event? What are the acoustics like inside the venue? This can have a profound effect on guest experience.
Schedule An In-Person Visit
The best way to know if the venue is the right one for your event is to go see it in-person. Pictures and floorplans will give you a good idea of what to expect, however you won’t be able to properly plan without seeing the space for yourself. You also have the benefit of having all your questions and concerns answered immediately at the visit.