8 Things to Consider When Choosing Your Party Venue

When throwing a party, choosing a venue is usually the first thing people do. Your venue can have such a huge impact on whether or not your party is a success, so it’s an important decision to make!

There are so many factors that can determine what venue is right for you. Because of this, it can be a stressful and daunting process. That’s why Feel Good Events has put together this guide to help you choose the right party venue!

In this post, we will cover some of the factors that will influence your decision, including:

• Price/Budget
• Size/Guest List
• Location
• Access
• Inclusions
• Date/Time of Year
• Flexibility & Layout
• Your Theme/Style

Keep reading to find out how to choose the right venue for your party!

Your party budget is possibly the most influential factor in your venue choice. The bigger your budget, the more venue options you will have (and vice versa)!

As you look for venues, it’s important to keep your budget at the front of your mind. You might find a venue that you love and that fits all your criteria, but it might be out of your price range! Try to do your research so you have an idea of venue costs from the very beginning to avoid any surprises or disappointment. You should also keep in mind that venues are all different when it comes to calculating costs. The different ways you might pay for your venue are:

• Minimum Spend: Most venues will work on a minimum spend either over the bar or including food
• Venue Hire + Minimum Spend: Some venues will have a venue hire fee that is not counted toward food and drink. This fee will purely cover the cost of hiring out the space. These venues will also generally have in-house catering that you must use – you cannot hire your own
• DIY Venues: These venues are blank canvas-type spaces where you can bring all your own suppliers

If you want to know more about pricing breakdowns for venues, check out our ‘How much does it cost to throw a party?’ blog post!

The next factor that will influence your venue choice is your guest list. The more people you plan on inviting to your party, the bigger your venue will need to be! If you want your party to have an exciting atmosphere with high energy, you don’t want your venue to feel too empty or too crowded. This means that having an idea of your guest list prior to choosing your venue is helpful. It’s also important to keep in mind that not everyone you invite to your event will attend! This is a common mistake quite often made by many people when planning a party. Always work off choosing a venue that will fit HALF of the people you have invited. It’s always better to have a venue that is slightly too small than one that is far too big. A fuller venue will create a better atmosphere!

Something else to consider is who you plan on inviting. If there are going to be kids or teenagers at your party, you may need a separate space for them if you are planning on serving alcohol.

Don’t forget to also allow room for any hire furniture or decorations you are bringing into the venue as these will take up space too.

Location is another factor that will have a big influence on your venue choice. You want to make sure you choose a venue that is located in an area that is close enough for all your guests to get to. There’s no use having your party in the CBD if your guests all live an hour away! Likewise, ensure that there are public transport options nearby for guests who won’t be driving to the venue. If your venue is too hard to get to or too far away, people will be less likely to show up! Additionally, if you have any guests that will be traveling for the party, you will also need to make sure there are accommodation options close by.

Another thing to consider with the location of your venue is parking options. This is often overlooked, but some of your guests may choose to drive to your party and will therefore need somewhere to park! If you’re unsure about how much parking you need, 1 spot for every 3-4 guests is a good guide.

Venue access is a factor that is often overlooked by people when planning their parties. However, it is very important if you are planning to hire furniture and/or equipment! Your venue access will determine how and when your suppliers can come in and set everything up for your party.

How much time do you have to set up and pack down your furniture, equipment, and decorations? Does it need to be done the day before the party or can it be done on the day of? Will you need to pack everything down on the same night, or do you have venue access for multiple days? These are all questions you need to consider when choosing your venue!

The more time you have to set up and pack down, the better. Having more time will not only allow you to do more with your decorating, but it will also decrease labour costs when hiring equipment. Likewise, the less time you have, the more expensive labour will be.

The next element to consider when choosing your venue is inclusions. Does the venue include catering and bar services, or will you need to organise this yourself? Is the venue decorated and fully furnished or is this another thing you need to do? Once you know all the things that come with the venue, it will make it much easier to organise everything else!

The date/time of year of your party can have a big influence on your venue choice. If you’re planning on having your party on a weekend or during a busy period, availability can become an issue. It can also increase costs significantly as there will be a much higher demand during these times. To avoid this, try to plan your party and book your venue as far in advance as possible!

Another factor to consider is the layout and flexibility of the venue’s floorplan. It’s no good having a plan in place for your equipment and styling if the venue space won’t allow it! If you want you guests up and dancing at your party, you’ll need a venue that has a large open space where you can put a dancefloor. However, if you are having a sit-down dinner party, this is not as important.

Something else to think about is party energy and atmosphere. The key to creating a high-energy atmosphere at your party is to keep all your guests together. This means you should look for a venue that has one or two dedicated party areas rather than multiple rooms. Having multiple rooms can separate your guests from each other and decrease the party atmosphere!

If you are planning on having a themed party, it’s a good idea to pick your theme before choosing a venue. This way you can be sure that your venue is suitable! Choosing a blank canvas-type space will give you lots of freedom when it comes to decorating and styling whereas a venue with lots of character will be more limiting. Additionally, if you can find a space that is already decorated to suit your theme or style, you can save time and money on your decorating. For example, a venue with lots of greenery already in it would be perfect for a tropical or jungle theme.

Need some theme inspiration? Check out our list of party themes here!

So, there you have it! Our guide to how to choose the right venue for your party. As you can see, there are several factors you must take into consideration when picking out your venue to make sure you make the right decision. Hopefully this guide has given you a better understanding of these factors and will make the process more straightforward and less daunting!

If you’re in need of some venue inspiration, check out our Venue Spotlights page! You can read about some of our favourite event spaces in Melbourne.

Want Feel Good Events to organise everything for you? Our expert party planners are pros when it comes to sourcing and booking venues. Get in contact and all that will be left for you to do is enjoy your party!