Choosing the perfect venue can make or break your event. Whether you’re planning a corporate gathering, product launch, wedding, or private party, the space you select sets the tone for the entire experience. With countless options available, it’s crucial to have a well-structured checklist to guide you through the decision-making process. Here’s your ultimate event venue booking checklist—designed to make planning simpler, more organised, and far less stressful.
Define Your Event Requirements
Before you start touring venues, get clear on the essentials:
- Type of event: Conference, wedding, art show, etc.
- Number of guests: A rough headcount helps narrow down size requirements.
- Preferred dates and flexibility: Having backup dates can widen your venue options.
- Budget: Be realistic and include hidden costs like service fees or parking.
Choose a Suitable Location
Accessibility is key to attendance. Ask yourself:
- Is the venue central and easy to access via public transport or major roads?
- Is there nearby accommodation for out-of-town guests?
- Does the area align with the mood or image you want to convey?
If you’re looking for a versatile, artistic setting in Melbourne, SoHigh Gallery is a great example of a venue that combines creative flair with urban convenience.
Check Capacity and Layout Options
Make sure the venue can accommodate your group comfortably:
- What is the maximum capacity for your chosen setup (seated, standing, etc.)?
- Are there flexible layout options (theatre, classroom, cocktail, etc.)?
- Can the space be easily transformed for different phases of your event?
Ask About Venue Inclusions and Restrictions
What’s included in the hire fee can vary greatly. Ask:
- Is furniture (tables, chairs) provided?
- Are AV facilities (microphones, projectors, speakers) available?
- Does the venue have Wi-Fi?
- Are there any noise restrictions or curfews?
- Can you bring your own vendors, or must you use in-house services?
Consider Ambience and Aesthetics
The look and feel of the space should complement your event style. Pay attention to:
- Natural light and lighting control
- Interior design and decor
- Branding or personalisation opportunities
- Photo backdrops and areas of interest for guests
Creative venues often offer inspiring aesthetics, especially suited for launches, exhibitions, and intimate gatherings.
Review Catering and Bar Options
Food and drink are often highlights of any event. Be sure to clarify:
- On-site catering vs. external vendors
- Bar service options and licencing
- Dietary accommodation for allergies or cultural needs
- Kitchen facilities and storage
Inspect Facilities and Accessibility
A comfortable guest experience goes beyond the event space:
- Are bathrooms modern and well-maintained?
- Is the venue wheelchair accessible?
- Is there adequate climate control (heating/cooling)?
- Are there green rooms or private prep areas for speakers or performers?
Evaluate Parking and Transport Access
Don’t overlook the logistics of getting to and from the event:
- Is there on-site or nearby parking?
- Is public transport within walking distance?
- Is the venue easy to find for rideshare drivers and taxis?
Confirm Staffing and Security Support
Some venues offer event staff as part of the package:
- Are there coordinators or support staff on the day?
- What level of security is included, if any?
- Is there a dedicated contact person during planning?
Understand Contracts and Cancellation Policies
Before signing anything, make sure you:
- Read the fine print on cancellation, refunds, and rescheduling
- Confirm what happens in case of unexpected changes (e.g. COVID restrictions)
- Clarify payment terms and deposit deadlines
- Get everything in writing
Booking the right venue is one of the most crucial steps in event planning
With a clear checklist and well-defined needs, you’ll be able to choose a space that aligns perfectly with your vision. Unique, flexible venues can elevate your event and leave a lasting impression on your guests—so take your time, ask the right questions, and enjoy the planning journey.
