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How to choose the right venue for your event

12 Apr 16

Choosing a venue for your event is one of the most important decisions you can make. Finding the right place will ensure optimal attendance and make your event a success. The first things you need to think about when finding a venue are your requirements? Are you planning a reception or a sit-down dinner? How many people do you hope will attend? What is the tone of the event?

One of the easiest ways to find a venue that suits your requirements, is using an online venue finder. This will help you to narrow down the selection. When searching for a venue you should think about the audience you would like to attract to your event. If you are opting for an iconic or popular venue make sure to book early because these places can be booked up months if not years in advance.


Before you begin your search you need to decide on a budget and stick to it. Some venues will offer packages that can include equipment, accommodation and food. Others will only offer the hire of the room and all the other amenities are either billed separately or not offered at all.


Location is one of the most important factors when choosing a venue. You will need to think about where your guests are travelling from. If you are planning an event in London and people are coming from outside of London then you may want to book somewhere close to a tube station. Whether the event is taking place inside or outside of London then you will need to think about accessibility, directions, train stations or even proximity to an airport. If attendees are coming from abroad or other parts of the UK you may need to check if there is suitable accommodation either at the venue or close by. 

Type of venue

The type of venue you choose will set the scene for your event. Consideration for your audience needs should be paramount. If any of your guests have any mobility issues you will need to factor in accessibility. If you are opting for a heritage venue, you may be restricted in what you can do especially if it could damage any historical interiors or artworks. Some heritage venues, including museums, may only allow you to use suppliers from a pre-approved list. When booking a venue ensure it will comfortably fit the number of guests you are expecting. No matter what kind of venue you opt for it is always recommended to visit it before booking.


Food and drink can make an event. Ensure the venue you have chosen is large enough to accommodate the number of guests you have and has somewhere for your caterers to cook, store and prepare food. You will also need to find out if they can provide catering equipment and furniture. If not you will need to hire these items from a catering equipment and furniture hire company

Venue amenities

When choosing your venue you will need to think about its amenities. What does the venue have that can enhance your event. For example, do you need a sound system? If so can the venue provide one? Do they have any outside space or spectacular views? Can they accommodate dancing? An amenity which is regularly overlooked during the planning process is the lavatory. Does the venue have enough facilities to comfortably accommodate the number of guests?

Are you a caterer or event planner? Then speak to us about catering equipment and furniture hire for your event. For further information on any Allens catering equipment, furniture hire or to discuss the options and possibilities for your event, please email us on [email protected] or call our London office on 020 8574 9600. Alternatively you can call 02380 652316 if you are based on the South Coast.