How to Find Event Space
Figuring out where to start your search for event space can feel overwhelming — especially if this is new territory for you.
We've compiled a list of guiding questions to help you find the right fit, whether you're planning a private party or a corporate event.
Start with the questions below, then use your answers to guide your venue research so you can confidently select the event space that works best for your needs, budget, and vision.
Determine Your Event Space Needs
A. Audience
Starting with your audience will help guide your whole plan.
Who is your audience?
Where are they located? Will they need to travel far — and if so, by car or by plane? Car travel means thinking about parking; air travel means thinking about nearby hotels.
How many people do you want, or can you expect, to attend?
Example: We expect 300 technology professionals from Whatcom County to travel by car.
B. Location
Once you know how far your audience is traveling and roughly how many will attend, location is next.
Where is convenient for you? Does that matter as much as convenience for your audience?
If your audience is traveling from farther away, book early and give them time to plan time off work, book flights, and budget.
Is it more important that the location works for you, or for your audience?
Example: We'd like to find event space in Bellingham, WA, since it's the largest city in Whatcom County and likely offers more convenient lodging and parking.
C. When
Timing affects you, your audience, and your budget.
How far in advance do you need to notify your audience?
What season works best — winter, spring, summer, fall?
Does it make more sense to host indoors or outdoors?
Is your event one day or multiple days?
Example: Since our audience isn't commuting far, they likely won't need time off work. The event isn't seasonally bound, but indoors makes more sense, and it will run over two days.
D. Structure
What do you want attendees to walk away with?
Will there be a large welcoming ceremony, presentation, or workshop?
Do you want large-scale networking?
Do you want smaller breakout rooms?
Or some combination of the above?
Example: We envision presentations for all 300 attendees together, plus smaller workshops in classroom-sized breakout rooms.
E. Budget
Look at the big picture to figure out what you can afford for event space rental.
What funds do you have set aside?
Will you charge for entry?
Will you provide food and beverage, or point guests to nearby options?
Would you rather pay for clean-up help, or handle it yourself to save money?
Example: We have $1,000 set aside, which won't cover space, food, or beverage — so we'll charge for entry. To save money, we'll handle clean-up ourselves unless the venue charges under $100 for it.
F. Supplies
What big-ticket items will you need on site?
Do you need A/V, sound, or other equipment?
Do you already have vendors in mind? Some venues restrict who you can bring in.
Do you need tables and chairs?
Do you need a stage?
Example: With multiple presentations planned, we'll need a stage with A/V and sound, chairs for attendees, and tables for presenters. We'd also like to work with StrEAT Food, since they're willing to offer a discount.
Researching Venues and Event Spaces
Compile your full list of needs.
Look for venues in the area that can accommodate your expected guest count.
Check which venues are available on the dates you have in mind.
Confirm whether the event space rental rates fit your budget.
Consider whether booking in the off-season could save money — and whether your event could move to that time of year.
If you're charging for tickets, calculate what you'd need to charge per person to cover your budget, and consider whether attendees would pay that amount.
Finally, visit your top venues in person to see if they're the right fit for your event.
