When it comes to organizing an event, you are faced with numerous decisions and tasks that it can quickly become overwhelming. Picking a venue, however, will be the most impactful decision about your event. The date, guests pleasant experiences and catering options will all be partly affected by the venue you choose. If this sounds intimidating, do not fret as the team at Casa Loma has compiled a few tips that will help you pick the best from the many event venues Toronto has to offer.
When Should You Start Searching For a Venue
Similar to booking flights and hotels, the earlier, the better. Once you a food understanding of the estimated event size, space requirements and budget, you can then embark on your hunt.
Book the space at least four months in advance so that you can have adequate time to plan for other crucial elements such as event brochures and catering.
Things To Consider
Chances are you have already considered this aspect. For a local event, you will want a location that is within an ideal distance from most of the guest’s homes or workplaces. If most of the guests will be traveling from out of Toronto, then a venue near hotels or the airport will be the best. Regardless, do not overlook transportation, traffic as well as parking options.
The Capacity and Minimums
You will need to know the room capacity of the venue for a number of reasons. If your estimated event size is 500, it’s clear that they can’t all fit in a 250 capacity room. Also, there are fire and safety codes that need to be adhered to.
If the venue provides food and beverages and sets a minimum spending amount on the same, well known as an F&B minimum, then ascertain that the previous F&B records from past events were in line with the minimum. If you think there is going to be more F&B spending than what they require, then it means you’re a potentially good client to them. In such a case, you may want to negotiate whether you can get a complimentary service such as AV support or fast wifi in return.
You should also pay close attention to the existing decor in the venue. What is the architecture style and what does the interior of the building convey? If you are hosting an expo, you will certainly need varying venue accommodations than you would for a gala. The less the ambiance feels for your event, the more decorating you will have to do in order to make up for it.
Accessibility in this regard means the possibility that everybody, particularly those with special needs can access the venue and its amenities. Before you answer this question, you will need to know who your guests are and their needs.
You will probably know whether there will be kids, but you might not know whether there will be people with special needs. As such, reviewing the past events hosted by your organization may give you some insight.
This list is nowhere near comprehensive, but it covers the more important aspects to look out for when looking for the best of the many event venues Toronto has.