There are so many things you need to think about when organising an event and booking the right venue for your event should be at the top of your list. With a large choice of different venues on offer, it's difficult to know where to start! So we've helpfully put together a list of top 10 tips to help you choose an amazing venue, whatever the event:

1. Type of venue

Choose a venue that's ideal for the event you are hosting. Whether planning a conference, birthday party, work party, engagement party or a fundraiser, you need to be sure that the venue layout and décor meet your needs and compliment theme of the party. 

Are you looking for a cool and quirky space to host an awesome party, or maybe something more conventional for a meeting? To get a feel for the place, walk around the venue, check out the ambiance, acoustics and chat to the staff. What's your first impressions of the place? Are the staff professional, helpful and friendly? Is there a bar? What will your guests think? Make a note of all of this to compare venues. 

If you are having entertainment, a key note speaker or a DJ, ensure there is everything you need to set this up such as an adequate stage, a microphone or a dance floor. Ask if there are enough electric sockets (ensure they are in the correct place) and find out if there is capacity for audio-visual equipment if needed.

Check the venues facilities and their locatation (such as toilets) and make sure the venue is suitable for any special needs. If children are attending, it needs to be child friendly. 

2. Location and accessibility

Location location location! Of course you want to be in the centre of the action or showcase the best venue in town but take some time to think about how your guests will actually get there. 

The venue has to be in a location that's easy to find and travel to with good transport links, drop off areas outside and parking nearby. Consider rush hour traffic and how this may affect the travel time for your guests (especially if you're booking an after work / week night party) and check if a nearby big sporting or music event could cause transport delays on the day. If the venue is awkward to get to, some people may not go out of their way to attend your event - especially if it's only for a few hours. 

If you are planning a larger event, or there's some guests who need to stay overnight, make sure there's a good choice of accommodation nearby.

3. Size of the venue

Your chosen venue should comfortably fit all of your guests and not be too big or too small. 

If it’s too small, everyone will be packed tightly together like sardines. There will not be enough room to move around and have fun! 

On the other hand, you don't want an overly large venue where guests feel lost in the vast, empty space. If a venue is too big for the guest list, it may give the impression that some of your guests have not turned up! A good trick to use for a large space is to set up a partition to mark out a designated area for your guests - some venues already have partitions so ask if you can use them. If, however, you're hosting an extravagant event with a huge guest list, the bigger the venue the better! 

Check the maximum capacity allowance for the venue and health and safety guidelines for the venue. It is also a good idea to ask them about the different types of events they have hosted in the past and do some online research to check their past reviews and their social media pages. 

4. Outdoor space

Does the venue have an outdoor space for your guests to use? If so, this will be a big plus for your guests, especially if the weather is nice! If you're hosting an event entirely outside, erect an event shelter or marquee that's big enough for all of your guests. It needs to keep everyone dry and comfortable and provide shade from the sun. Keep checking the weather for updates to see if you need to make any adjustments to accommodate for a change in weather! 

5. Catering services or in house event planning

Ask about services the venue has to offer and whether this is included in the price or if it will be an extra cost.

Will the event help you set up and clear away after the event or do you need to do this yourself? Make sure you factor in enough time to set up and clear away if yuo need to do this yourself. 

If you're catering for the event, ask if there's a kitchen you can use and inspect it beforehand to see if it's suitable for your needs. Check if the venue will allow you to bring in an outside caterer and if the venue has any rules or regulations you need to follow. 

If the venue offers a catering service which is good value, you may decide to take them up on it and save yourself the headache of arranging the catering yourself. Make sure you check the type of catering they offer, any reviews on their service or even try and sample the food they offer beforehand. 

6. What services will they allow you to bring in?

Are there any rules about things you can bring into the venue? Check whether you're able to book a photographer, arrange a caterer, set out a table for gifts, bring your own alcohol, decorate the room, bring arrangements for the tables and book entertainment (such as key note speakers or musicians). If you plan on bringing your own cake or bubbly for a toast, make sure they're on board with this. You don't wan't a nasty surprise if they refuse you on the day!

7. Insurance cover

Check the venues insurance cover. Does the venue require that you have your own liability insurance cover? If so, allow plenty of time to get this sorted out before the event.

8. Availability and cost 

Before you set your heart on the perfect venue, be sure to check the availability and cost! If it's not available for your dates or it is out of your price range, you will have to start looking elsewhere. In fact, it's best to compare a few different prices for similar venues that you like to calculate a guide price. 

Some venues have a range of different areas you can hire out for events with a variety of prices and options such as hiring a booth, a small or large room or the whole venue. Compare prices with your budget and choose the one that is best for the size of your guest list and the type of event you are hosting.

Check with the venue to see if they have special discounted rates for certain days or for quieter times of the day. You may be able to negotiate the price so give this a try! 

Once you've coosen the venue, ask for the price to be confirmed in writing and ensure there's a full breakdown of everything that's included such as tables, chairs, liability insurance, bar or corkage charges, areas you can use, parking, etc. Ask them to include the time you can arrive to set up and what time the party needs to leave so you can put this on the invitations and plan the event / entertainment around those time frames. Ensure you also ask them to specify in writing the things that are not included.

Ask the venue if they need a deposit to secure the date, if so, how much will will be and when does it need to be paid? Check to see when full payment needs to be settled and how the payment process works. Make sure you get receipts for any money paid. 

9. Cancelation policy

It's prudent to check the venue's cancelation and refund terms and conditions in case you need to cancel the booking for any reason in the future. Be sure to note the contact person’s name and the venue telephone number for emergencies or for future queries. 

10. Ideas for venues 

If you are out to impress you can opt for a stadium, castle, country manor, art gallery, converted building, hotel or stately home. Alternatively, keep it small and book a cosy restaurant, local community hall or a micro pub. Whatever you decide, we hope you have an amazing time organising and taking part in your event. 

If you need some inspiration for event venues, you can use online event venue locators such venuefinder.com or in2events. Their online tools help you to compare venues based on price, location, capacity, style, facilities and services offered. 

And finally, there are lots of unique, creative ideas for event locations around the world such as a fort, treehouse or an ice hotel. Visit the ETM website for some more inspiration.