The Top 6 Features Every Event Space Should Have
Planning an event in the near future? Make sure your ideal venue has these 6 amenities before you reach an agreement
For your next big event, you want everything to go perfectly. However, pulling off a flawless event is more difficult than you may imagine. A great event requires the event planner to juggle several responsibilities and make sure that each team is working together to make sure food, drinks, and entertainment are perfect and on time. In order to make sure your event will go off without a hitch, you need to make sure that the venue of your choice has all of the amenities you need to throw an unforgettable party.
When viewing different venues, you should make sure that you have a checklist of the essentials you need to pull off a successful event. If the venue is lacking a few of these features, then it may be time to move on to a different option. To get you started searching for the perfect venue, we’ve come up with the most important features every event space should have. Keep reading to make sure you have everything you need in a venue for your next big event!
Robust Event Lighting Capabilities
Create unique lighting profiles to make your event stand out from all of the others
Unique lighting will set your event apart from all of the others.
Throwing a great party is all about cultivating a unique environment. If the venue you’re viewing does not have any built-in lighting capabilities like DMX lighting equipment, gobo lights, and uplights, then you may want to consider a different venue. Unless you are a lighting technician, there is a good chance that you don’t have this type of equipment available to you. That’s why it is so important for the venue to have proper event lighting fixtures in place and ready to use. You will also make sure that there is someone on staff that knows their way around a DMX controller so you can collaborate on the type of lighting you want for your event. A DMX controller is a type of lighting control that is used in stage productions, concert tours, and events.
When you are viewing different venues, you want to make sure that there is a staff member on-site that will be able to execute the lighting you have in mind. If there isn’t a lighting technician on staff, you may have to hire someone externally. Alternatively, you may want to only seek out venues that are able to accommodate the lighting requirements for your event. Beyond the DMX controller, you should also make sure that they have the right fixtures to pull off your ideal lighting design. For most events, the types of lighting fixtures you should look for are spotlights, wash lights, gobo lights, and uplights. These are basic types of lighting that are used for events—and when they are used in combination can create stunning lighting landscapes.
1. Reliable Internet Connection
If a prospective event space has spotty WiFi connection, you should consider other options
Encourage your guests to post their photos to social media.
Though we take it for granted that most spaces we enter will have a stable internet connection—it is not always a given. That’s why you need to take extra care to ask about and test out the WiFi connection for each venue you consider. No matter the type of event you are hosting, stable internet connection will be required. If you are hosting a promotional event for your business, it is crucial that guests have a connection on their smartphone so they can share images from the event. If you have any A/V requirements for your event like a slideshow or a video, you’ll need to make sure that the internet connection is stable enough to present without any hiccups. Beyond WiFi connection, it is also important to make sure that there is a backup, hardwired Ethernet connection that you can use in the case of an emergency. Just to make sure that you won’t encounter any issues, you may want to test out the connection for yourself before making a final decision on your venue.
2. Dedicated Staff Members
Having an event staff you can trust is the key to pulling off a flawless event
Excellent staff will make your guests feel welcome.
If you’ve planned or attended events before, you are probably well aware that with even the smallest oversight, things can go very wrong. That’s why you need to work with an events team that you trust. From your point of contact—usually the event coordinator—to the waitstaff, you want to make sure that the team is capable of delivering high quality service. The key to recognizing a well-run event team is determining how they anticipate needs. If you are in charge of the event and need to be asked about every detail or get confused answers when you ask about different elements of your event, you may not be in the best hands when it comes to staffing. You do want to choose a venue that has staff that can anticipate both the needs of the event planner and the individual guests. Bonus points if they are able to offer suggestions to improve your event experience as the date grows closer.
3. Space for Signage and Decorations
Cultivate your brand a make sure everyone knows how to get to your event with the right signage
The right signage helps guests navigate your event.
One of the things that is too often overlooked when it comes to party planning is signage. All too often, guests get less-than-accurate driving directions, parking directions, and a path to get to the venue entrance. To prevent confusion and late arrivals, you should make sure that the venue you choose has space for signage. This means signage along the road to let guests know where to turn, signage to show people where to park, and signage that clearly points to the venue entrance.
Signage also presents a great opportunity for branding. If you are throwing a corporate event or a conference, make sure that the signage clearly represents the brand. A great way to integrate signage into your event is by creating a branded display designed for photo opportunities. That way, attendees can share their pictures with your company’s brand represented in the photo.
Of course, the only way you can accomplish this is by choosing a venue that has enough space for your branded signage and other decorations. While not every event requires special decorations, it is always a welcome addition as long as it isn’t too overwhelming. If your event is taking place around the holidays, you may want to implement a few festive decorations in addition to your signage.
4. Commercial Kitchen and Prep Area
Ensure that any type of food you want to serve is feasible in the event space kitchen
Preparing food on-site guarantees the best possible quality.
One of the best parts of attending an event is the food! Great food and drinks are the backbone of any successful event and likely one of the things attendees will remember the most. In order to serve the best hors d’oeuvres, drinks, and meals possible, there needs to be a commercial kitchen on-site equipped with dishwashing capabilities and a dedicated prep area. If the venue does not have a kitchen on-site, you take the risk of having the food transported from an offsite location. When this happens, it is possible that the food will arrive late or cold due to transportation issues. If the event space you are visiting does not have an on-site commercial kitchen, you should probably consider different options.
5. Accessible Restrooms
Make sure that the restrooms in the space are convenient, large enough, and accessible
Insufficient restrooms could cause a logistical nightmare.
Though you may not have initially thought about restrooms when you are searching for an event space, it is super important to consider. The reason for this is that not every restroom is built in the same way. If a restroom is too small, long lines will form. If a restroom is located at the far end of the venue or in a different location it may be very difficult for guests to find their way. You also need to verify that everyone who attended the event is able to access the restroom and that the restroom is ADA compliant. If you’ve inspected the restrooms on-site and find them satisfactory for the number of attendees and sufficiently accessible, then you may have found the right venue.
Putting on an event means making sure everything is perfect—especially the venue! By following these steps while viewing an event space you can make sure that there are no surprises when the bid day rolls around. With the right venue, the right lighting, and the right food and drink, you can put on an event attendees will remember for years to come!
