How To Decide On A Venue For Your Party

Choosing the perfect venue for your party seems like a very daunting task. When planning a party, this is usually the first item on your checklist, which can be a bit overwhelming. So, where to begin?

There are new venues popping up every day, sometimes you just need to ask the right questions and be aware of your options. Depending on the type of party, you must consider all of the details, such as the party theme, aesthetics, and atmosphere. 

The venue you choose will set the mood and tone for your guests. And of course you want everything to be perfect! No matter the event you have coming up, our guide below will help you pick out the perfect venue for your party!

Five Things to Consider When Deciding on Your Party Venue

Let’s break down the basics in choosing the right venue for your party. 

1. Guest Count

To begin the process, we need to know the headcount to determine the capacity of the venue. 

This is number one on the checklist, because it could be the most crucial. You don’t want the venue to feel too big or too small, but just right. Sounds like a Goldilocks reference, but you don’t want to overpay for space that would go unused.

As a good rule-of-thumb, it’s best to assume that 15-20% of invitees will not RSVP. This could change depending on the event or party you are planning and how close you are with everyone to obtain an accurate count.

The guests you invite to your party could be family or it could be a corporate event. Regardless, you should be aware of their wants and needs. Certain demographics will help you in your decision in choosing a venue for your party.

2. Budget

While the guest count will determine size, it will also determine your budget. The budget for your party could alter how many people are invited, the venue itself, or amenities that you wish to have. It is up to you to decide what you consider essential. 

The budget should be at the top of your checklist. It seems obvious, but when you begin to research, you don’t want to waste your time with venues that are way out of your budget.

When calculating, your venue will take up the majority of your budget, but you will need to take into consideration all of the extras. Will your party have food? You could hire a food truck or fancy it up with catering! Does the venue offer ample parking? Do you want signage and decorations to fit your theme? Other items to consider: security, wifi, sound system, chair & table rentals, or party favors.

If you hire a party planner, be sure to do your research beforehand to have a realistic number to give them. This will help the process be smooth and easy!

Quick Tip: It doesn’t hurt to ask or negotiate! With some vendors or venues, they may not list a price, but if you tell them what your budget is, sometimes they can be flexible and work with you and let you know what amenities they provide!

3. Dates + Season

The dates you choose for your party are sometimes non-negotiable. It could be for a birthday, retirement, or graduation. However, a baby shower, engagement party, or a wedding could be flexible. Depending on the dates chosen, this also affects the season.

Understandably, the season could affect your venue of choice, whether it be indoors or outdoors. Occasionally, when we do have the choice, mother nature still does whatever she pleases. If dates are flexible, but you are still unsure when to host your event, take a look at our blog: What's The Best Month To Have A Party?

It is important to do your research, no matter the party. In the event that it rains, does your venue offer umbrellas or tents to rent? Having a backup plan is always a good idea!

If your desired dates are not flexible, it would be best to book your venue as soon as possible. Venues can book up pretty quickly, especially during peak season, ideally if you can lock a venue 3-6 months out of your party or event, that would alleviate some stress.

No matter the season, there is usually a theme that will coordinate with that time of year. Check out this party kit here! 

4. Location, Location, Location

After you have done your research on the season and what the weather will look like for your party, next is choosing the location. More than likely you know where you want to have the party. But the hard part is the actual venue. 

Will this be a Kentucky Derby party, a birthday party, or a New Years Eve party? Depending on the themed party you will have a variety of venues to choose from. If the party is non-destination, you want to choose a venue that is centrally located and convenient for guests. 

Your party theme could ultimately choose the type of venue you need. A classy ambiance could be at a ritzy hotel. Want something trendy? Choose an industrial building. Get creative with your options!

It is good to have a wide variety of options and to think out of the box for a unique experience. Think about a brewery, a boutique cafe, or a vineyard. Depending on the type of party you are planning, you have an assortment of venues to choose from. 

When picking your venue space, you will need to consider all of the other logistics associated with renting out a space. If it’s a destination party, consider the flights, hotel, and transportation.

Quick Tip: Be clear in your expectations from the venue. Most of the time there is a contract involved, which will include details such as food & beverage minimums, be sure to check this before you sign!

5. Party Theme

Every year there are new & trendy party themes. We are familiar with them all, but what fits your style? What mood do you want and what type of ambiance do you want to provide your guests with? 

While your party decorations are an important piece, you need to coordinate with your venue of choice to verify there are no restrictions. There might be a small fee or if you are installing yourself, the time commitment to set up and take down is something to consider.

How do you want the party to flow? Do you need an open layout? Will you have an Instagram worthy backdrop? Your venue of choice should take these things into consideration - you don’t want to miss an opportunity to coordinate colors or incorporate your theme! 

Your party theme will also take the venue of choice into consideration. A graduation or birthday party could be held in a warehouse or your engagement party could be in a ballroom. Most venues have existing decor that you will have to work with. 

Is your event for a work party? If so, you more than likely have a set of colors to work with. This will narrow down your garland choices, along with accessories, such as cups and napkins. Logos can pretty much be added to anything, including cupcakes!

A Bohemian theme sets a mood and a tone for your event. While it is very trendy and instagram worthy, you want to make sure that it fits the experience of your event. 

Check out this Boho Moody balloon kit for your party! This is only one of many options to set the mood for your event!

Quick Tip: Take a look at the venue's website photos or instagram to get a sense of the layout and to get ideas for your own party!

Conclusion

Choosing the right venue for your party is a big decision. The best way to decide on the venue for your party is by making a checklist. Once you have done all of the research and have all of the details, you will be better equipped to make a decision. 

Think of choosing a venue for your party as a fun challenge! If you need help choosing a theme or would like to create a custom theme, please check out our options! 

Subscribe to Ellie’s Party VIP list and get a 15% discount on your next order, with no minimum purchase required! 

Happy Planning!