Key Factors to Consider When Renting an Event Venue
Whether you’re getting married, booking a holiday party, or organizing a corporate event for your company, there’s no shortage of tasks to ensure your plans are a rousing success.
The sooner you start, the more time you’ll have to ensure you get what you need without added stress and worry.
With a proposed date, budget, and anticipated number of invitees, you can begin browsing for a suitable hosting location. As with any decision, it’s essential to prioritize what’s most important. The list of must-haves can appear quite different between individuals depending on their personal preferences and the strict requirements of their event.
Before laying down your security deposit, there are some questions to consider.
Does the Venue’s Location Make Sense for Invitees?
No matter what type of event you’re planning, don’t sell the appeal of your event short. People are usually willing to drive a little out of their way to attend a special event, especially when food and a social component are involved.
Of course, you still want a centrally located venue that is easy to find and near plenty of amenities, including stores, gas stations, and hotels for guests making a longer trek.
In a perfect world, your selected venue will make it as easy as possible for anyone planning to attend. That convenience is always more appealing when it offers ample parking, preferably free of charge.
What Is the Maximum Capacity?
Aside from your budget, a venue’s maximum capacity will be a crucial determining factor in narrowing down your choices.
Booking too large a venue will make your attendance appear small, which may negatively affect people’s perceptions of the day’s success.
On the other hand, holding your event in a venue that is too small will be a source of distraction and potential frustration for those in attendance, including those brought in to work the event.
Any experienced venue should be able to provide you with the most advisable layout based on your expected numbers and the focus of your planned activities. For example, The Westlund Building comfortably accommodates around 120 people in the foyer area and approximately 200 if you add the rooftop patio.
What Is the Ambiance Like?
A rustic barn in a picturesque rural area may be the idyllic setting for your dream wedding, but that doesn’t mean your CEO wants to hold your company’s shareholder meeting there.
First and foremost, consider the expectations of those who will be in attendance. When determining the theme or the most desirable inclusions for your event, don’t be afraid to ask around and collect a consensus amongst your co-workers, friends, and others online.
When in doubt, opt for clean and modern locations. Contemporary architecture and open-concept spaciousness never go out of style, and they will reduce your need to overcompensate with decorative flourishes to compensate for the outdated appearance.
Online images can be deceiving. When renting a venue, it’s always advisable to visit the location and walk the site yourself to know what you’re getting and what is still required to meet your objectives.
When visiting in person, it’s good to evaluate the venue’s acoustics. What will the seating arrangements look like? Where will the video screen for any planned presentations go? Are there too many stairs for people with mobility issues? These are things to keep in mind as you conduct your tour of any space under consideration.
How Easy Is It Going to Be for Caterers?
The success of any event is often dependent on the visual appeal of the venue and the quality of the food.
Many rental venues have designated kitchen areas to enable more efficient food service, but not all of them. Those who do offer a food prep area may already have a designated team they work with exclusively. If this is the case, you could find your dining and cocktail options more limited. Not every venue will necessarily permit you to bring in the food and beverage vendors you might prefer.
As a part-time party planner, you’ll be busy enough making all the other arrangements without having to stress about the potential roadblocks and restrictions imposed by certain venues.
Determine What Is and Isn’t Allowed
What is it they say about making assumptions? You may think your rental gives you full access to everything you toured on the day, only to find out your privileges don’t include a specific area you thought you had.
Be honest and open about what you’re looking for. Interactions with prospective venue representatives, whether online, over the phone, or in person, can be very telling. It won’t take long to discern which venues are more willing to help.
Try to find out about a venue’s restrictions upfront. It’s better to be disappointed early on rather than shut down and frustrated in the final stretch of your planning duties.
Speaking of unwanted surprises, don’t forget to inquire with your insurance provider about securing coverage for your event. Accidents happen, and the last thing you want is to be stuck with a bill you didn’t expect.
Ask Questions and Get Opinions
When finalizing your decision, don’t hesitate to ask for recommendations or seek online reviews. Outside the constraints of your allotted budget, people’s honest opinions and your gut instincts will serve as your compass in making the best decisions for your upcoming event.
Organizing an event can be stressful; the team at The Westlund Building strives to make it easy.
Looking for Rental Venues Around Vancouver? The Westlund Building Is Available Now
In addition to its central location serving as a business hub for the communities of Vancouver, Surrey, Langley, the Tri-Cities, and the Fraser Valley, The Westlund Building is a versatile event venue known for its distinct architecture.
Film and television productions love us for our convenient accessibility and picturesque setting. Businesses love us for our unique office environment and as a rental space for booking rooftop drinks or podcasting sessions. Our attractive and spacious foyer is suitable for events and gatherings of every sort.
Book a visit today and see what makes The Westlund Building the place to be.