The venue that you rent for your event can make it or break it. Yes, the venue is that important. A lot of finding the right venue has to do with knowing exactly what you need. It would be a very good step to make a list of of your requirements including what kinds of items you will be placing in the venue. For example, will you need an overhead projector? Will you need a sound system? Will you need a stage? Making note of all of the things you will need the venue to accommodate will help you when the time comes to look into candidates. Depending on what type of event you are planning, it is a good idea to determine whether your date and time is flexible in any manner. The reason to consider this if it is possible relates to the cost. Many venues charge discounted prices if you can hold your event at a time that is considered an off time. But obviously this is sometimes not possible. One thing is certain, you will want to start your search for a venue at least six months before your event date because venues are very often booked for months. So, you need to make sure that you find the venue that will best serve your needs as soon as possible and lock it down. You also need to sit down and think about what your event's specific needs are. Make a list of the functionality that you will need at the venue. This should help you in your search because you will know right away what will work and what will not work. Definitely come up with a budget number. This will also help you to narrow down your list of potential spots. Of course, knowing how far away most of your event attendees will be coming from is another potential consideration. How many guests you are expecting is another key factor. What kind of amenities will you need? You will be very happy to know that the Providence area has some amazing venues and we know that one or more of them will suit your event needs. And to help you find that perfect fit, we have designed this guide to help you in your venue search.
So, first things first. You need to find some potential venues to visit in order to determine whether they fit what you are looking for. We suggest that you begin your search by making use of the world wide web. Do a Google search for “event venues in Providence.” When you see the number of results, you may begin to feel overwhelmed. But never fear, start to click on each resultant link and you will very quickly be able to go through them. Look to see if they are certified. What is their capacity maximum? Do they offer the amenities that you need? Look at pictures on their gallery page to make sure it looks like the venue is in decent shape and well maintained. Do they list any restrictions that you can't live with? Read reviews left by those who have used the venue. If you come across a venue where everything looks good, jot down their name and contact information. Also, start talking to your family, friends and coworkers to see if anyone has ever rented or a venue or experienced one you should check out. Try and accumulate at least three to five venues and contact each one to see if they are available on the date and time of your event. If they are, setup a time to interview them and to tour the facility.
Take this guide with you to each interview and be prepared to ask questions that are essential in finding out whether the venue is right for you or not. When you show up to each venue, share your budget with the representative. Make sure that they understand how many attendees will be coming. As you are taking your tour, be sure that the venue has not only the amenities you are looking for but also the ambiance you are looking for. Does the venue have a kitchen to provide food and drink from if needed? What about tables, chairs, silverware and linens? Is there enough parking for all of the guests? What about items like microphones, wi-fi, white boards, electrical outlets, LCD projectors and other electronic options? Does the layout of the venue lend itself to what your event will be about and what you want your guests to be able to do? On your tour of the facility, make sure that you are very observant about anything and everything. Does it look like everything is well maintained? Are there amenities for special needs guests in case that is a priority for your group? After you have checked out all of the venues on your list, one of the candidates should stand apart to the point that you will be ready to pull the trigger on renting your event facility.