If you're planning a party, wedding, or other special event and need to hire a venue, chances are you're going to have some questions. What's the best location? How many people will fit in the room? What kind of furniture do I need? If this sounds familiar, then look no further for help! We've put together some tips for choosing the perfect Sydney Venue Hire for your next event.
Location
Location is important for a number of reasons. First, it is the most obvious factor in terms of accessibility: if you’re hosting your event at an event hall on an industrial estate twenty miles out of town, there’s probably no public transport available and it will be difficult for guests to get there. Second, venue location can affect parking facilities – and this can have significant effects on other aspects of your event plans such as food service or guest numbers.
Thirdly, the venue's location will influence its ambiance - which may be important if you're looking to create a particular atmosphere. Fourthly, many venues have specific contracts and cancellation policies that you must adhere to - so make sure you check these before signing anything!
Availability
Availability is a very important factor to consider when looking for a venue to hire. If you have an event that you need to host at a certain time, then make sure that the venue will be able to accommodate your requirements. If you are able to hire the space for a long period of time, then it may be possible for you to get a good deal on its cost. On the other hand if there is only short period available (for example one weekend) then it may not be possible as most venues require at least three months notice before they can book guests into their facilities.
If your event has been confirmed but there are no suitable venues available then check back again later as sometimes they can become available after being booked up originally.
Accessibility
Accessibility can be a big factor in your venue choice. It’s important to think about how easy it is for people with disabilities to get there, the facilities they have and the kind of service they offer.
If you or your event involves wheelchair users, make sure you check whether the venue is wheelchair accessible. This means you can get into the building using ramps or lifts and that all parts of it are accessible by wheelchair (including toilets). You also want to make sure that any stages or performance areas are accessible by wheelchair – this may mean things like ramps so people aren't reliant on stairs. How easy is it going to be for these people if we hire this space?
Parking
- Parking should be close to the venue.
- Parking should be free.
- Parking should be secure.
- Parking should be well lit and well maintained, with clean surfaces, smooth roads, and good signage that makes it easy to find your way around.
- It's also important that parking is accessible for those who have mobility issues (the elderly, people in wheelchairs), so try to find out what types of facilities are available if you're hosting a large event at an unfamiliar venue.
Venue size
Just as with a party, you’re going to need to know how many people your event is going to be able to accommodate. Being able to accurately estimate this number will help you find the right venue in terms of size and price.
You should also think about how much space you need for everything else that goes on at an event: seating, food/drinks tables, etc. If there are performances such as live music or comedy shows happening at your event—or if parts of it will take place outside (like speeches on a stage)—then make sure that enough space has been allocated for these activities too.
Ambience
While you may be most concerned with the amenities and facilities of your venue, it’s also worth considering the ambience. This includes everything from how the venue looks to how it feels, sounds, smells and is presented to guests (and the public).
Your wedding can have any kind of style you desire – rustic or modern, traditional or quirky. Whatever you prefer should be reflected in every aspect of your day: in every word spoken; in every item chosen for decorating tables; in every color used on tablecloths or napkins; even down to what music is chosen during dinner service. You want all these elements to contribute towards creating an atmosphere that fits well with both your personality(s) as well as your theme.
Furniture and equipment on site
- Furniture and equipment on site
- The furniture and equipment are in good condition
- The right number of chairs, tables, and other furniture
Food and drinks options
Food and drinks should be available for the duration of the event. This one is pretty self-explanatory. Your guests are going to want something in their bellies during your event, so you need to make sure that there's food available. Make sure it's quality food too - if you're hosting a corporate networking event, you probably don't want to serve burgers and hotdogs; if it's a wedding reception, maybe it won't hurt to have some finger food available at intervals throughout the evening.
Food and drinks should be within budget. You know how much money you've got set aside for food & drink costs so make sure that when you look at different venues they're pricing them accordingly - i.e., don't expect buffet-style dining when they've only advertised plated meals on their menu! If there are costs associated with bringing in outside vendors (i.e., caterers) or alcohol licenses then those will factor into this as well.
Contracts and cancellation policies
- If you are the one booking the venue, ensure that you have and understand a contract.
- Make sure you understand the cancellation policy for your event and what costs may incur if certain things happen.
- Ensure that your payment terms are clear and not easy to misinterpret by anyone involved in making this booking happen.
- Include a clause for any damages caused by guests attending your event, especially if they are invited as they may be more likely to cause damage than paying customers who were not invited but choose to attend anyway.
Consider these things when hiring a venue
When you're searching for a venue, consider these factors:
- Location. How far will your guests have to travel? If you're having an outdoor wedding, does the location offer ample parking and access to public transportation? Is it near any hotels or restaurants where guests might want to stay overnight, like if they've traveled from out-of-town? Does it have its own parking space or can guests park nearby without issue?
- Availability. Will the date be available on their calendar when you need it to be? Do they have other events booked that day/time so booking with them is unlikely as they won't be able to accommodate your needs while still serving their other clients' needs first?
- Accessibility. How accessible is the location for people with disabilities such as wheelchair users and older people who may require assistive devices such as walkers or canes (for example)? What about children who might need special care during events like by providing smaller portions of food due to allergies/intolerances etcetera! Is there anything happening at this venue on those dates within 24 hours before/after yours that might interfere with getting all necessary permits approved by local authorities needed in order successfully pull off your event - I'm talking about things like construction work being done nearby which could potentially cause noise pollution issues during ceremonies outdoors; festivals being held nearby where road closures are made which would prevent guests from reaching their destination safely; concerts happening nearby where there will be crowds of people outside drinking alcohol late into night causing drunk driving risks among other things :)
If you’re looking for a Sydney Venue Hire to hold your event, consider the above points. You should also consider whether or not the venue is accessible for all members of your group (and their guests) and choose the best one.