Are you looking for a venue for your next event? Whether it is a wedding, special occasion, or business meetup, finding the right space to host your event can be difficult. Here are some things to consider when picking your event space.
CAPACITY
Most likely one of the first things you will be considering is the size of the space and how that correlates to the number of people who will attend your function. A guest list that is small might feel awkward with a space too big. And a large crowd will be uncomfortable in a setting that is too small. Everything in between can be tricky. This isn’t just about square footage, it’s really about the layout and finding balance.
First, you must comply with the venue’s capacity limit. This is a number set for you and your party’s safety. If the capacity is 200 for example, you don’t want to risk inviting more than can legally fit inside of the space. Of course, the best way to manage this is by requiring guests to RSVP whether or not it is an invite-only or open event. Keep a close watch on those responding so there aren’t any issues or surprises the day of your event.
If your event is meant to be more intimate, make sure to book a space that will help cultivate an environment that is not so spread out. Though too few people in a large space won’t risk any safety concerns, it may make your gathering feel wonky and not your desired feel. If it’s a much smaller gathering, perhaps you are interested in booking a meeting room? We can help you plan your next meeting!
ATMOSPHERE
The size of the space is not the only element affecting the mood of your event. The atmosphere you are wanting to create for your event can be hugely impacted by the type of event space you are booking. The architecture, decor, furniture, lights, and so many other factors play a big part in the type of environment you would like guests to experience.
Do you want a space that is warm or cold? And we’re not talking about the actual temperature! A warm space will be inviting and feel like home. That is often accomplished with traditional pieces, design, and decor. A warm atmosphere will allow guests to be comfortable. This is great for celebrations like a wedding, baby shower, birthday, or retirement. A colder space might be a more minimal design and more modern. Think of a space where guests might be more alert. That’s great for a business talk, trade show, art gallery, or networking event. Take a tour of the places you are considering and see how you feel about them. Pictures won’t always tell you what you need to know when it comes to atmosphere.
Light and sound are big contributors to the atmosphere of a space. Try to go see the venues you are considering at the time of day as your event if possible. Is there natural light? Too much light pollution? Do you want soft lighting or a bright room? All of these things should be thought about. And what does the room sound like? Do the acoustics of the space allow for conversations or will it get too loud? Will you have background music playing during the event or need any type of amplification? Some event spaces will provide sound, but make sure they have everything you need whether a mic or speakers.
FEATURES
The features and amenities of an event venue can be some of your biggest make it or break its. Do you need a stage or auditorium? What about a kitchen? Does the rental space provide or accommodate tables and chairs? Make sure the venue has a changing room or green room if you need it. Walkthrough your entire event and think about any of those types of needs.
You want guests and attendees to easily get to and arrive at your event. The location of the event venue should be somewhere central to where people live or work or at least in proximity to places for people to go before or after. Having nearby lodging can also be a major perk. Ask about the parking situation or public transit as this can be a big hindrance for some. Also, make sure the space you choose is accessible for those that might have special requirements.
Planning an event can be a big undertaking. Choosing the right venue is a big factor in that process. If you are looking for a place for your next event in Nashville, contact us and we’d love to host your event.
