10 Things to Things to Consider When Booking a Venue

Planning an event? Choosing the right venue is arguably your most important decision. It sets the stage (literally) for everything else to follow!

With countless stunning spaces available, where do you begin? If finding the perfect venue feels overwhelming, don't worry—we've got you covered with this essential guide to event planning 101.

Our venue requirements checklist covers everything you need to know—from budget and capacity planning to catering and A/V capabilities—ensuring your planning process starts on solid ground.

Whether you're organizing a corporate gathering, wedding reception, or milestone celebration, these criteria for venue selection will help you navigate the process like a pro. 😉

At EventUp, we've helped thousands of planners find their perfect match through our extensive venue marketplace. Successful events start with choosing the right venue—and we're here to make that decision easier and more enjoyable.

Ready to find your dream venue? Let's dive in!

Top Things to Consider When Choosing a Venue

Newer to event planning, or need a refresher on best practices? We’ve got you covered with our event planning 101 guide about how to choose the perfect venue. 

Budget Matters: Understanding Venue Costs

Your venue will typically consume 30-50% of your total event budget, so understanding pricing structures is crucial before falling in love with a space that's financially out of reach.

Venues use 3 primary pricing models, each with distinct advantages:

1. Flat-fee venues charge a single rate regardless of guest count, making them ideal for larger events.
2. Per-person pricing scales with attendance, providing flexibility for uncertain headcounts.
3. Food and beverage minimums require you to spend a specific amount, which works well when catering is a priority.

Always look beyond the base rate to identify hidden costs that can quickly inflate your budget. Watch for service charges (often 20-25%), mandatory gratuities, security personnel requirements, overtime fees, etc.

💡 Pro tip: For negotiating leverage, consider booking during off-peak seasons or mid-week dates when venues are eager to fill their calendars. Bundling services or guaranteeing a higher food/beverage spend might also secure you a lower base rate!

On EventUp, it’s easy to filter venues by price range and identify which venues offer the most value within your specific budget constraints. 

👀 Check out: 5 Stunning Venues for Your Next Outdoor Event in Miami

The Sagamore South Beach | Miami, FL

Location, Location, Location!

The perfect venue in an inconvenient location quickly becomes the wrong venue. Consider your guests' commute—aim for a location where most guests can travel within 30 minutes.

Key transportation factors to evaluate:

• Available parking (free or paid, capacity, valet options)
• Public transit accessibility (distance to stations, frequency of service)
• Distance from major highways or airports for traveling guests
• Rideshare availability in the area

For multi-day events, investigate nearby accommodations and request venue-negotiated hotel blocks to secure better rates. Research surrounding restaurants, coffee shops, and attractions that could enhance the overall experience.

💡 Pro tip: Location directly impacts attendance—the farther your venue is from your guests' central location, the more likely you'll see a drop in participation!

EventUp's location filters make it easier to find stunning, well-located venues, with options to search by city, neighborhood, and distance. 

Torch & Crown Brewing Company | New York, NY

Perfect Timing: Date and Season

Timing significantly influences venue availability and your budget. Peak seasons (typically spring and fall) command premium prices—sometimes 20-30% higher than off-peak dates.

Plan your booking timeline strategically:

• Corporate conferences: 6-12 months ahead
• Weddings: 9-15 months in advance
• Social gatherings: 3-6 months prior
• Holiday parties: Book by July/August

Before confirming your date, research potential conflicts with major local events, holidays, or industry conferences that could affect attendance or accommodation availability.

Maintain flexibility when possible—shifting your event by just a day or two might secure you a better venue at a lower price! For outdoor or partially outdoor venues, have contingency plans for season-specific weather challenges.

💡 Pro tip: Saturday evenings are the most expensive time slots across most venues—consider Friday evenings or Sunday afternoons for significant savings. 

5Church - Buckhead | Atlanta, GA

Right-Sizing Your Event: Capacity Considerations

The size of your venue can make or break your event. Too large, and your event feels empty and lifeless. Too small, and guests can feel crowded and overwhelmed. 

The first step is to realistically forecast attendance. Corporate events typically see lower attendance rates than private celebrations like weddings. Always build a buffer into your estimates based on your event type and audience.

Different event setups have different space requirements:

• Seated dinner: 12-15 sq ft per person
• Theater/classroom style: 8-10 sq ft per person
• Reception/standing: 5-7 sq ft per person

Don’t forget to account for functional areas that eat into your capacity. You'll need room for registration tables, food service stations, entertainment, display areas, and so on. 

Also, remember to confirm occupancy limits by referring to the venue’s fire code. Always discuss these regulations directly with venue management during your site visit.

Don’t waste time on unsuitable venue options—EventUp’s filtering system makes it simple to find appropriately-sized venues. Simply enter the number of guests you expect to attend, and whether guests will be seated or standing.

👀 Need help visualizing the layout of your venue? Tripleseat Floorplans is here to help.

Hotel VIA | San Francisco, CA

Setting the Scene: Look and Feel

The ambiance of your chosen venue sets the emotional tone for your entire event. After all, a modern loft feels very different from a historic ballroom or outdoor garden!

Begin by visualizing the atmosphere you want to create: 

• Is your corporate retreat all about collaboration? A bright, modern space with natural light might be ideal. 
• Planning a romantic wedding? Consider venues with inherent charm—think historic buildings with architectural details or venues with spectacular views.

Lighting transforms spaces more than almost any other element. Harsh overhead fluorescents create an entirely different mood than warm uplighting or twinkling string lights. Ask about lighting options and controls during venue visits—and don't forget to consider how lighting will affect photography.

💡 Pro tip: Take advantage of existing décor to reduce costs! Venues with standout features like chandeliers, artwork, or landscaping require minimal enhancement. 

EventUp makes finding the right aesthetic simple. Browse photos and floorplans, and use our filtering system with over 25 descriptive terms like "rustic," "modern," or "cozy" to quickly find spaces matching your vision. 

The Flow Factor: Layout and Space

How your venue's space is arranged directly impacts your guests’ experience. A packed dance floor creates energy, while tight seating arrangements can leave guests feeling trapped.

Different layouts serve different purposes:

• Theater-style works for presentations but limits interaction
• Round tables encourage conversation but take up more space
• Cocktail setups maximize mingling but offer limited seating

Always walk through your venue before booking to visualize traffic patterns. Where will bottlenecks form? How will guests move between food, bar, and restrooms?

For multi-room events, consider transition areas. Will guests know where to go next? Are there natural gathering spaces between activities?

Don't forget accessibility! Ensure adequate space for wheelchair navigation and consider sightlines for seated guests.

EventUp provides detailed floor plans for most venues, letting you map out your event before your site visit. Use these to identify potential flow issues and maximize your space.

👀 Check out: Where to Host Your Next Big Birthday Bash in Atlanta

Keeping Everyone Fed: Catering and F&B

Food and beverage can make or break your event—and significantly impact your budget!

Many venues offer two options:

1. In-house catering simplifies planning with one point of contact and often includes setup, service, and cleanup. However, you're limited to their menu and pricing structure.
2. External catering provides flexibility to choose your favorite restaurant or caterer, but may incur additional fees like kitchen use charges or corkage fees.

Pay close attention to F&B minimums—the amount you must spend on food and beverages. A $10,000 minimum at a luxury venue might seem reasonable for 200 guests but could break your budget for a 50-person gathering.

When planning your menu, request accommodation options for common dietary restrictions and consider how food will be served—whether buffet, plated, or at stations. 

EventUp's detailed venue profiles highlight catering options and F&B minimums, helping you quickly filter venues that align with your vision and budget before making that first inquiry.

👀 Check out: On Tap: 5 Must-Visit NYC Breweries

Cheekwood | Nashville, TN

Supporting Your Event: Services and Amenities

Don't underestimate the value of included services—they can save thousands in rental fees and countless planning headaches!

When comparing venues, create a checklist of what's included:

• Basic necessities like tables, chairs, and audio equipment
• Setup and breakdown services (is there an additional fee?)
• Cleanup provisions (who's responsible for what?)
• On-site coordination during your event

Ask about often-overlooked amenities that enhance guest experience like coat check, security personnel, and valet parking. These seemingly small details can make a huge impact on the guest experience. 

Keep in mind that many venues maintain preferred vendor lists. While some offer suggestions, others require you to use their partners exclusively. Make sure you understand these policies before booking, especially if you have specific vendors in mind. 

💡 Pro tip: Request a detailed amenities list in writing. This prevents misunderstandings and gives you leverage if expected items aren't provided!

EventUp makes comparing venue services simple with standardized amenity listings, helping you identify which spaces offer the most value for your money.

Moxy South Beach | Miami, FL

Easy Access: Parking and Accessibility

First impressions matter—and for many guests, that impression starts in the parking lot! Guests who struggle to find parking arrive stressed and frustrated.

Assess your options carefully:

• On-site parking (how many spaces are available? free or paid?)
• Nearby parking garages or lots (distance? security concerns?)
• Street parking (availability? time restrictions?)

Valet service adds a touch of luxury but increases your budget. Self-parking works well for casual events but requires clear directional signage.

💡 Pro tip: Creating an inclusive event means going beyond basic ADA requirements. Look for venues with accessible restrooms on the same floor as your event, clear pathways between event areas, and adequate lighting for guests with vision impairments.

EventUp's accessibility filter (Advanced Filters > Amenities) instantly narrows your search to accessible venues, saving time and ensuring inclusion for all guests.

The Crystal Gardens on Navy Pier | Chicago, IL

Technology Needs: WiFi and AV Capabilities

Let's face it—even the most beautiful venue falls short without the proper tech. 

When evaluating a venue's tech capabilities, ask about:

• WiFi strength and capacity (Can it handle your guest count? Is there a separate network for event operations?)
• Built-in AV systems (projectors, screens, sound systems, microphones, etc.)
• Backup plans for technical failures
• Available power outlets and their locations throughout the space

For hybrid events, confirm the venue has sufficient bandwidth for video streaming and whether they have experience hosting similar events.

💡 Pro tip: Test the WiFi personally during your site visit—don't just take their word for it!

EventUp's detailed venue profiles highlight tech amenities, making it easy to find spaces with the infrastructure your event needs—from basic WiFi to full production capabilities.

👀 Check out: 10 Stunning Wedding Venues Near Boston

Event Planning 101: Let EventUp Streamline Your Venue Search

Finding the perfect venue doesn't have to be overwhelming. EventUp's user-friendly platform puts thousands of amazing spaces at your fingertips, with powerful filters to narrow your search based on every factor we've discussed. 

Stop stressing about venue selection and start planning your dream event today with EventUp!