Figuring out where to start your search to find event space can be overwhelming at best. Especially if this is a relatively new world for you.
We’ve compiled a list of questions to help guide your search, whether you’re looking for a private party or corporate event space.
We suggest by starting with our guiding questions below and then you can start your venue research to finally select the event space that works best for your needs, budget, and vision.
Determine Your Event Space Needs
|(A) Audience: Starting with your audience will help guide your plan.
||We expect 300 technology professionals from Whatcom County to travel by car.|
|(B) Location: Once you’ve determined how far your audience is traveling and the number of attendees you can expect, location is the next big item on your list.
||We would like to find event space in Bellingham, WA because it is the largest city in Whatcom County and likely offers more convenient places to stay and park.|
|(C) When: When is the optimal time to host your event – for you, for your audience, and for your budget?
||Because my audience isn’t commuting too far, they likely don’t need to take off work to attend. The event is not seasonally bound but it likely makes more sense to have the event indoors. The event will be over two days.|
|(D) Structure: What are you looking to get out of the event?
||We envision a number of presentations for all 300 attendees at once littered with small workshops in smaller classroom sizes.|
|(E) Budget: You have to look at the big picture to determine your event space rental rates.
||We have $1,000 set aside from last year and that will not cover space, food, or beverage; therefore, we will charge for entry. To save money, we will clean-up ourselves, unless the space charges less than $100.|
|(F) Supplies: What kinds of big ticket items do you need?
||Because we will have a number of presentations, we require a stage with A/V, and sound as well as chairs for the attendees and a few tables for the presenters. Also, we would like to work with the food truck StrEAT Food because they are willing to give us food at a discount.|
Researching Venues and Event Spaces
- Compile your list of needs
- Look for venues in the area that can house your expected number of guests
- Determine what venues are available for the dates you have in mind
- Determine whether or not those event space rental rates fit within your budget
- Is it cheaper to reserve a space in the off-season and can you event be at that time?
- If you’re charging for ticket entry, what would you have to charge per person to cover your budget? Do you think that people would pay for this?
- Finally, visit the venues to see if they are the right fit for your event