What To Look For When Booking The Right Event Venue

Whether you are preparing a corporate awards dinner, a seminar or conference, birthday party, or wedding reception, choosing the right venue can prove to be more of a task than you might at first imagine.

Finding the perfect venue for your gathering entails more than just locating an available event space. It requires careful consideration and research to find the location that can provide everything you will need to make your event, business or personal, a raving success.

Match the Venue to the Event

It is important to take care of the basics before you begin your search for a suitable venue. First, consider the type of event you are planning, how many guests will be attending, and your estimated budget. These three basic points will help you to decide on an appropriate rental space. 

When planning a banquet you will want to be sure the venue you are considering can easily accommodate the number of guests in your party. A location that is too small will inevitably leave your guests feeling uncomfortable. On the other hand, one that appears too large for your needs can be lit and decorated in such a way as to conceal the unused space, and create a relaxed and comfortable atmosphere for your party.

When considering the size of the venue in relation to the number of guests who will be attending, it is better to settle on a larger space and decorate it to conceal the extra space.

The type of event you are planning is also a chief consideration when booking a suitable venue. Personal events, such as wedding receptions or anniversary parties, will likely demand a more casual atmosphere. For a corporate event or awards ceremony you may wish to choose a more formal atmosphere.

A good rental facility should be able to offer options that suit both ends of the spectrum. The type of event you are planning will also determine the style of decoration you will want. Many rental facilities provide event planners who can offer suggestions as to décor, and can provide the necessary decorations and lighting features to make the venue perfect for your gathering.

Before booking any facility, plan a site visit and get a feel for the building itself. Check out the entrances and exits, and be sure to check that the venue offers adequate parking facilities for all of your guests. If you are considering a more formal event, you may want to inquire if the establishment can offer valet services. Also, don’t overlook the simple necessities.

Check to see that there are adequate restroom facilities, and be sure the rental facility can accommodate any guests with disabilities. Adequate handicap parking, ramps, rails and lifts are important considerations when choosing any event space.

What Services Are available On Site

Once you have found a suitable space, it’s time to consider what services the venue can offer. Most event facilities offer on premises catering services for their clients, but a venue that doesn’t may leave you with the option to have a caterer of your choosing.  In many cases, this is a great way to go when planning your event.

Booking most, if not all, of your required services through one provider makes it much easier to coordinate, and to ensure the level of excellence that you demand. Your final choice of venues should also be able to provide any essentials you may need to make your gathering a success. In addition to tables and chairs, sound systems, microphones and various A/V equipment should be available on site for use on the day of your event.

Before booking any venue, be sure the event coordinator can supply everything you need for your gathering or make the necessary recommendations, so there won’t be any last minute difficulties.  Booking a suitable event venue and service for your gathering does require a bit of forward thinking and planning. But by asking the right questions of yourself, and your potential event coordinator, you can ensure that your party is a successful and memorable experience.

Offering the "Platinum Experience," The KBC is an extraordinary location for corporate functions, banquets, concerts, weddings, birthday parties, and more. Whether hosting a small conference in one of our boardrooms, a seminar in one of our classrooms, or an elegant gala in one of our ballrooms…The Kingdom Builders’ Center is the event space in Houston where "the premier venue and stellar service meet." 

Book your event at the KBC today!

Posted by Brena Phelps at 3:52 PM
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