What to Look for in a Venue (and Why It Depends on You)

Before you think about square footage or ceiling height, get clear on your “why.” Are you trying to immerse people in a branded world, build community through connection, strengthen team spirit or celebrate a milestone with style and soul? A product launch demands something very different from a storytelling salon, just as a late-night celebration needs other things than a quiet, focused workshop. Your answers will shape every other decision, from layout to location.

Still, even with a strong vision, there are some common traps that can derail an otherwise great event. Accessibility is a big one—not just for guests with mobility needs, but also in terms of how easy it is to get there. A venue might look perfect online, but if it’s miles from public transport or requires an uphill hike with no parking, you’ll lose people before they even arrive. And then there’s the team behind the venue. If communication is slow, unclear, or overly rigid, that’s a red flag. You want partners, not gatekeepers.

Don’t forget the hidden costs, either. Some venues come with a long list of extra fees—corkage, overtime, required in-house vendors—and those add up fast. And finally, there’s the intangible but crucial question of vibe. A venue might be objectively beautiful but totally wrong for your brand or purpose. When that happens, everything feels a little off.

Once you’ve sidestepped the pain points, it’s time to zoom in on the details that actually make a venue right for your event. Start with your audience. Who are they? Locals or travellers? Corporate execs or artists? Teens or retirees? Their needs and expectations should shape everything from accessibility to style to scheduling.

Then there’s location. It’s not just about centrality, but also about context. What does the neighbourhood say? Is it vibrant, quiet, edgy, safe, overdone? Can people get there easily by public transport or car? Is there somewhere nearby to grab food before or crash after?

The space itself matters too, not just how many people it can hold, but how it feels. Can it handle seated dinners and wandering minglers? Does it adapt to installations, stages, or late-night dancing? Think about light, acoustics, and whether you need both indoor and outdoor options. Layout is one of the most powerful (and underappreciated) tools in crafting experience.

Services are another area to explore. Some venues come with a full team, in-house tech, furniture, even catering. Others are blank canvases—and that’s great, as long as you know you’re signing up to bring in everything yourself. Make sure you understand the rules: can you bring your own vendors? What’s included? Who’s running the show on the day?

And then, of course, there’s ambience. A good venue supports your vision without competing with it. Some spaces are character-rich and perfect as-is; others are raw and transformable.

What matters is whether the environment enhances the story you’re trying to tell.

A few final details can make a surprisingly big difference:

• Noise restrictions, especially if you’re planning to go late.
• Ease of load-in/load-out for vendors.
• Insurance requirements and who’s responsible for what.
• A solid weather plan if any part of the event is outdoors.

At the end of the day, venue selection is less about ticking boxes and more about clarity. Clarity about your goals. Clarity about your people. Clarity about the experience you want to create. When you have that, the perfect venue won’t feel like a needle in a haystack—it’ll stand out like a spotlight.

And if you’re ever stuck, don’t worry. We’re pretty good at this stuff. You know where to find us.

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