5 Things to Consider when Choosing an Event Location

A big part of my job pre-children, whether it was working for the PR company or as PA/Office Manager for  city consultancy, was to source venues for the various events that we held on a regular basis. Obviously each event would have different wants and needs when it came to choosing a suitable location, but there were some things that mattered no matter what the actual event was, and I always had a mental checklist in my head when I started looking around a potential venue. I did pretty much the same when it came to Adam and I getting married, considered location, size, atmosphere…all so important when finding the right place for a special day. 

Here are my 5 things to consider when choosing an event location:

Location

Hosting an event in a location convenient for the majority of attendees can make the difference between a large turnout and a tumbleweed blowing across your carefully planned occasion. To me, it makes total sense to choose a venue that’s close to most attendees’ offices or hotels, and if the event is going to have lots of people from abroad/far away attending, consider somewhere close to an airport or reasonably priced hotel. This focus on attendee experience is particularly vital for corporate functions designed to motivate and reward, where the entire journey, from arrival to departure, contributes to the overall success. For businesses looking to create truly memorable and impactful experiences, partnering with an expert incentive travel company london (or elsewhere) can ensure every detail is meticulously handled, transforming business goals into unforgettable journeys. Your event should be enjoyable for everyone making the effort to attend, not a pain in the bum!

Numbers and Accessibility 

Work out how many guests will be attending? Who are these guests? You want everyone to be able to fit comfortably in the space. You must also consider people with disabilities. Does the venue have wheelchair access? You want to be as inclusive as possible. If the venue doesn’t have good access I’d be very wary about choosing it to be honest. If you’re unsure of any special requirements, then make sure you include a way for people to let you know in the RSVP. You will also want to make sure that all health and safety requirements are adhered to, and that includes making sure that there are the correct safety and fire signs in the correct places, with seton.co.uk/safety-signs/fire-exit-signs providing great ones for any event.

Cost

Okay, so it’s maybe not the favourite thing to talk about when you’re all misty-eyed having found THE venue, but let’s get realistic- cost is a huge factor when it comes to hiring a suitable location. Everyone has a budget, whether it’s a personal wedding or a business one. Make sure you calculate the cost of food (dinner, lunch, or even if it’s just business coffees and pastries), entertainment, and decorations, and factor these in to the venue total, and make sure you allow enough of everything for people to have a good time. Don’t forget that certain days of the week can often be cheaper to book.

Atmosphere

Whilst you can certainly make somewhere look BETTER with lots of decorations, the phrase that springs to mind includes the words ‘can’t’, ‘polish’ and ‘you’ (if you catch my drift). Architecture, period and overall style of the venue can’t be changed I’m afraid, so make sure you venue is suitable for a corporate event and vice versa a wedding. Gauge your audience and the tone and don’t get carried way because of personal preference (unless it’s your wedding day, that can be an exception!).  If you’re looking for the perfect corporate meeting venue, One Events has a number of London venues for you to choose from and can cater for a range of meeting requirements. They are proud to offer a portfolio of meeting rooms across the city of London that incorporate modern units, ample space and quality facilities, all to ensure your events run successfully. 

Services 

Aside from the look and feel of the venue, what does the venue offer? Will it have staff that can plan your event for you? Does it have a kitchen and catering staff? If not, then you may have to consider procuring specialized services like indian catering, for example, if you’re planning a themed wedding or need culturally specific menu options. Additionally, see if it offers seating, staff to set up and clear away, and decent business facilities if needed, like fast Wi-Fi and printing for any last-minute needs. If the particular venue doesn’t have the facilities that you are looking for, then you may need to adjust accordingly.

If the venue doesn’t provide technical support, factor in booking experienced AV crew rather than relying on ad‑hoc help on the day. A dedicated technician to manage soundchecks, lighting cues and stage displays can prevent embarrassing delays and ensure sessions run on time. Many organisers use nationwide suppliers to quickly source vetted crew — for example, Video Stagehand can connect events with experienced stagehands and AV technicians suited to conferences, trade shows and larger productions. That simple step lets you concentrate on the programme and your guests, not the technical details.

Beyond these basics, it’s also worth considering the overall hospitality experience. From the professionalism of the staff to the way guest services are handled, hospitality can set the tone for your entire event. To ensure consistency and efficiency, many modern venues now often rely on reliable Venue management software that streamlines scheduling, catering, and guest services. This type of software helps venues manage bookings, automate communication, generate contracts and invoices, and keep every detail of an event organized in one place.

Conclusion

Finding the perfect venue, whether for a corporate event or a personal milestone like a wedding, is truly an art form. It requires a keen eye for detail and the ability to envision how a space will accommodate the unique needs of each occasion. My experience in both professional and personal event planning taught me the value of having a mental checklist – a set of non-negotiable criteria that every venue must meet, regardless of the event’s specific nature. This approach ensures that the fundamentals are always covered, from practical considerations like location and size to more nuanced aspects like atmosphere. Ultimately, the right venue sets the stage for a successful event, creating the backdrop for memories that will last a lifetime, be it a business function or a once-in-a-lifetime celebration like a wedding.

Do you have any other tips for when looking for an events venue? I’d love to hear!

See more of my business-related posts here!

Becky

Meet the award-nominated UK lifestyle blogger behind Spirited Puddle Jumper – a mum of three living in South East London! Becky shares the real ups and downs of family life, parenting tips, and lifestyle inspiration, proving that being a mum doesn’t mean you stop being fun or having other interests! Follow along for honest insights into UK family life and opinions on a whole range of topics, from travel and food, to beauty reviews, home and DIY, business and health and wellness.