Choosing Venues with the ‘Rule of 5’
Whether you are planning a wedding reception, a charity fundraiser or a business networking event, the choice of venue is crucial. Banquet halls and event venues may be multipurpose, but that doesn’t mean that they are all created equal. If you want your event to be truly successful, you need to have the best venue possible. To do that, you need to know what makes a great venue. If you are looking to book a banquet hall or a unique event venue, always consider the ‘Rule of 5’.
These five key factors are essential to finding the perfect venue for your event.
- Capacity
The first aspect of considering when researching potential locations is its overall capacity. How many guests can it comfortably accommodate? The size of the venue you choose can have a definite impact on your event’s success. If you choose a room that is too small, your guests will feel cramped or uncomfortable. In the same line of thought, if you choose a venue that is too large it dwarfs your party and your guests still won’t be at ease. It quite literally is the story of Goldilocks and the Three Bears. You need a space that is just right.
Consider your guest list and the number of people that will be attending. Providing your venue manager with the size of your party will help them when recommending spaces for your event and working with you to find the best location at their venue for you and your guests based on the number you will have and the type of function.
Remember, larger locations can always be scaled down to accommodate small groups with décor. Always err on the side of caution.
- Location
Recently we have been getting ready to plan several corporate events, all of which want easily accessible downtown event venues that are close to their guests’ hotels. We understand that it wouldn’t make sense for many of these corporate parties to travel to the Northside to host their event at Montage as several of their guests won’t have transportation. The best location for them? The Indiana State Museum and Eiteljorg Museum are perfect spots! Located in the heart of Downtown Indianapolis and only a few minutes walk from the neighboring hotels, the location of these venues is extremely convenient for events with several out of town guests.
While you might find some great locations available at a great price in your venue search, don’t jump on that booking too quickly. Think about your guests. Is the venue so far out of the way that it may deter your guests from attending? Is the location too difficult to find? Even if the price is right, an out of the way venue isn’t necessarily a good deal. Always select a venue that is centrally located with plenty of access from the interstate.
- Interiors
The interiors of the venue you choose should be clean, modern and well cared for. Now, you are probably considering event décor to truly create a certain look, but if the venue itself is dilapidated or run down you won’t have much to work with. Remember, the venue you choose will leave a definite impression on your guests and if you are planning a high profile business event you don’t want any bad publicity.
- Amenities
Every venue will provide a basic set of amenities, but keep in mind those amenities can vary from one venue to the next. Typically amenities appear in the form of table and chairs, in-house audio visual and Wi-Fi for corporate events, ceremony chairs for weddings, and standard black or white linens. Other amenities to check for with your venue manager include ample parking, restrooms that are clean and handicap accessible, and the use of an exclusive caterer. Kahn’s Catering serves the Eiteljorg Museum, Indiana State Museum, Indianapolis Museum of Art and Montage, among others.
- Costs
Finally, there is the cost to consider. The key here is to strike a happy balance between the price of the room rental and what the venue offers. Again, a low cost venue on the outskirts of town offering little in the way of amenities is no bargain. Consider your needs and the comfort of your guests and balance that against the cost of renting the facility.
Each of our venue rental guides and venue specific web pages offers a handy key to learning about venue types to help simplify your venue search. Each of our preferred venues has its own unique style – from clean, modern design to historical architecture. We want to help you find the right location for your next event, so we created an interactive tool to help.
