You’ve Got an Event! So, What About the Venue?

So you’re planning an event for your organization. That’s great! Where are you going to hold it? If that question makes you anxious, you aren’t alone—choosing the right venue for your event is a big decision with lots to consider. And using the right space for your event can be make or break for the enjoyment of your guests. No one likes feeling like a sardine in a too-crowded foyer.. Nor do they like feeling like the room is weirdly empty because the space was too big for your turnout.

Your event is a key time to connect with donors, volunteers, and community partners. When your event goes smoothly, it can increase donations and loyalty, ensuring supporters return for future events. Choosing the right event venue is the first step toward hosting a successful, fun event that maximizes donations and engagement for your organization.

Define Your Needs for a Venue

Step 1 is to consider the details of your event: how many people do you expect to attend? Are you going to bring in any live entertainment like a band? What activities are you planning on? Is there enough parking? Do you plan on serving any food or drinks? Are you doing an auction? If so, what kind? If you’re doing an online auction, you’ll want to make sure they have wi-fi for your guests.

You don’t have to have every single detail confirmed at this point, but it’s important to start by defining the broad parameters of your event so that you don’t waste your time researching venues that definitely won’t work. Which brings us to step 2.

Do Your Research!

Research, research, research—and take good notes. Once you know the big picture details like the type of event and goal attendance size, you can start researching specific venues in your area. Make sure to take good notes as you research so that you can compare various venues and their pros and cons. If the venue choice is up to a committee, good notes will also help you clearly communicate your research to any additional stakeholders.

Follow a Checklist from an Expert

Worried you might be missing something? We’ve got you covered! Jenelle Taylor, founder of Gala Gal in Tampa, FL, has been mentoring and training other auctioneers since 2004. Gala Gal is here to provide peace of mind with her thousands of consulting hours invested in hundreds of galas and charity events since 2002. Jenelle has graciously provided her 70-point checklist for choosing a venue.

Finalize Your Venue Plans

Finally, once you’ve chosen the right venue, make sure you’ve locked down any additional related details. Typically, choosing a venue comes with some amount of compromise: perhaps you get the right size venue, but you have to provide your own sound equipment. This is where taking plenty of detailed notes during your research process is key! Make sure you review any notes about restrictions or complications for the venue and form contingency plans in advance.

We hope these tips help you the next time you’re choosing a venue for your organization’s event, and that this checklist takes some of the anxiety out of your planning process. Find more than 150 additional “Best Practices” explanations on her blog at GalaGal.com. Want to learn more tips on how to run a successful fundraising event? Check out Auctria's event and auction educational webinars (they’re always free to attend!).