Three Mistakes You Can Make When Selecting A Private Event Venue

Selecting the right venue for your next private event may be the single biggest factor in determining how well it goes. The venue sets the tone and ambiance from beginning to end. Event planning can be exciting, and sometimes nerve-wracking; there are so many choices to make! But with a little preparation and forethought, it’s easy to avoid decisions that might lead to regrets.

Here are some common mistakes I’ve seen when planners are selecting their private event venue:

Ignoring the Event’s Specific Needs

One of the most common mistakes we see event organizers make is not considering the type of event they’re having and what they need. While these factors may seem basic, every event is unique, whether it’s a corporate gathering, wedding, or birthday party. Failing to think about the event’s basic needs will lead to problems.

Choosing a space that’s too small for your guest list can make the event cramped, and selecting a big space for a small gathering might feel empty and wasteful—especially for a corporate event. And, of course, overlooking technical aspects like sound systems, lighting, and internet connectivity can also lead to problems during the event.

To avoid these mistakes, start by creating a comprehensive checklist based on your rough agenda… this will serve as a guide when searching for venues, ensuring you find a space that meets all your needs. As some quick examples, if you’re having a corporate retreat, think about what you’ll be doing:

Will you be showing videos? If so, you’ll need a video monitor.

Will you be doing planning and brainstorming? If so, you’ll need a whiteboard or the ability to show a whiteboard app on a screen.

Will you be having lunch and/or dinner? If so, you’ll need tables or space for tables and catering.

Consider these things ahead of time so that you’re not scrambling to put them together at the last minute, or worse, you find out too late that the venue will not accommodate them. Be sure to share your checklist with the manager of each venue you interview.

Failing to Consider Location and Accessibility

Choosing a venue in a hard-to-access area can prevent some guests from attending, which can naturally affect the event’s success. Ignoring transportation and parking options is a common mistake. Lack of nearby parking or inadequate transportation choices can cause frustration among attendees. If your guests are traveling from out of town, proximity to hotels can also be important.

Overlooking the venue’s surroundings can impact the event’s atmosphere. To avoid this mistake, consider the accessibility and convenience for your guests. Choose a location that is easily reachable by various modes of transportation and offers ample parking facilities. And check out the surroundings to ensure they complement the event’s ambiance. A beautiful venue may lose its charm if it’s situated in a noisy or unsightly neighborhood.

Neglecting Budget Considerations

With rising inflation in the US, your event can easily go over budget and turn into a financial nightmare. Failing to set a clear budget or overlooking it when selecting a venue is a common oversight that can lead to unnecessary strain. It’s easy to get carried away with a stunning venue that exceeds your budget, leading to compromises in other crucial areas.

Before beginning your venue search, establish a realistic budget based on the event’s requirements. Consider all expenses, including the venue rental fee, additional services, decorations, catering, and entertainment. Ensure that the venue you choose not only fits within your budget but also allows for flexibility to accommodate other event essentials without overspending.

Book a Small Event Venue in College Station, Texas Top of Form

If you need a private event venue for a wedding, birthday party, or corporate gathering in the College Station area, our team at Millican Reserve can help. We have multiple venues for different types of events, each of which will create new and memorable experiences for your guests.

I’d be happy to help you learn more about Millican Reserve and determine if it would be a good fit for your upcoming event. Please contact us to start the discussion.