So you're planning an event!

You know the what, the when, and the who. But the where is a little more tricky.

A woman in front of a background of outer space, asking,

With so many options, how do you choose?

What Are The Venue Must-Haves For A Successful Event?

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Start by making a list of must-haves (necessity) vs. like-to-haves (optional).

You should consider:

  • Activities — games, presentations, yoga, dancing, dining, mingling, etc.

  • Equipment and/or services — tables, chairs, catering, lighting, PA system, whiteboard, pool, ramp, etc.

  • Size — small vs. large, modest vs. extravagant, family BBQ vs. corporate, conference vs. music festival

Focus! A lot of like-to-haves on the list can distract you.

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Quiz

Jane is planning a 2 hour CPR training session for 15 new staff members. Which of these would be a must-have for the event venue?

Open floor space

A large table with chairs

Wooden floor

An on-site cafeteria

How Much Space Will You Need?

Match the venue capacity to the event activities.

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Consider:

  1. The number of participants

  2. The amount of space needed for activities

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Use this rule of thumb to calculate the space you need:

  • Six square feet (6 sq ft) per person for a standing crowd

  • Eight square feet (8 sq ft) per person for mixed seated and standing crowd

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Popular venue types:

Small events: restaurants, bars, sports clubs, small office, backyard deck, community centers

Large event: stadiums, arenas, conference/business centers, hotels, parks

Quiz

You're planning a cocktail hour for 50 people, who will all be standing. How big should your event space be?

600 sq ft

300 sq ft

400 sq ft

1000 sq ft

Do You Even Need A Venue?

Why not host your event virtually?

Whether it's a cooking class, yoga session, business meeting, or marketing event, there are creative ways to adapt your event to a virtual platform.

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The essentials for a virtual event venue are:

  • a computer with a mic and webcam

  • reliable internet

  • A virtual event technology tool such as virtual event websites, event registration technology, video conferencing platforms, event apps, live-streaming software, digital video equipment, webinar platforms, event marketing software, etc.

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Take Action

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Follow these basics to get your event venue search going:

License:

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This Byte has been authored by

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Anna-Kay Dunkley

Educator / Planning and Projects Enthusiast