3 Things to Consider Before Selecting the Venue for Your Upcoming Event

Planning an event, whether it’s a wedding, a corporate party, […]

Planning an event, whether it’s a wedding, a corporate party, or a family reunion, can be a thrilling yet challenging task. One crucial decision that can make or break your event’s success is selecting the perfect venue.

Many planners and hosts are turning to private, scenic venues  to create memorable and intimate experiences for their special event.

However, before you decide on booking a unique venue like this for your upcoming event, here are several key factors you should keep in mind.

Exterior of The Boathouse at Millican Reserve, an event venue on the water in College Station

Location and Accessibility

Location, location, location. When choosing a scenic venue for your event, the first thing you should consider is the location. The event location can impact the attendance, ambiance, and overall experience of your event. The surrounding landscape and natural beauty of the location should complement the event’s aesthetic appeal.

Think of your vision and expectations for the event. Where are the majority of your guests coming from? Will they stay overnight? If so, are there local accommodations? Does the venue have amazing views? Check the local weather patterns during your event date, and find out what the weather trend has been over the past few years. Watch out for the rainy season—especially in Texas, where it tends to occur in May through October.

Also, ensure that the venue is easily reachable by all attendees, including those with mobility issues. Adequate parking and transportation options should be available to facilitate a smooth flow of guests at your event. If the event doesn’t have paved access, can temporary accommodations be made?

Capacity and Facilities

The size and facilities of the venue you select should be commensurate with the number of guests and the specific requirements of your event. The venue’s capacity should comfortably accommodate your guest list, leaving room for social distancing or any seating arrangements you have in mind. As a rule of thumb, you should estimate six square feet per person. For example, a party of 50 requires 300 square feet.

Evaluate the amenities provided, including restrooms, and facilities for catering. For corporate events, consider the technological infrastructure like Wi-Fi, audio, and visual equipment.

Cost and Budget Management

With rising inflation, be sure to examine the costs beforehand to ensure the event doesn’t become a burden on your pocket. The cost of the venue is a significant part of your event’s expenses, so set a clear budget and stick to it.

Understand the venue’s pricing structure, including any additional charges for specific amenities or services. Negotiate and clarify all costs to avoid any financial hassle in the future. Always make a budget for decorations and setup costs that match the venue’s existing features and your event’s theme. You can also include a contingency fund to cover unexpected expenses.

People gather at picnic tables at a private event at The Boathouse at Millican Reserve

Choose the Perfect Private Event Venue in Texas

Need a venue for your upcoming event? The team at Millican Reserve can help. We can help you plan the occasion and recommend the perfect scenic venue for your wedding, family party, or corporate event. You can also enjoy various activities on the property, like horseback riding, hiking, kayaking, and much more.

Reach out to us for more details.

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