Depending on the type of event you’re planning, choosing the location can either be a big to do (like a wedding / reception) or a total no-brainer (where else would I have it but my house??). Nonetheless, like any event decision, it shouldn’t be a throwaway.
There are a few important considerations you should account for when selecting your venue:
- Number of guests – you won’t know your final attendee count when you choose the location, but a good rule of thumb is to plan a space big enough to fit 75% of the guests you invite. Inevitably, some people won’t want to come, will have to work or will have other plans, so this will give you an idea of the space you need to comfortably fit everyone.
- Activities – this is important for a few reasons. Firstly, if you’re serving food, you need a location that has any needed food prep / storage / warming or cooling accommodations. Secondly, it needs to be big enough to set out tables for guests to eat. I always like to have a minimum of one chair per person when I’m serving food, even if they aren’t all at a traditional table setting. Depending on the type of party, everyone may or may not sit down to eat at the same time, but it’s nice to have the option should that happen. Finally, if you have other things planned beyond eating, you will either need space to fit those activities too, or you’ll need to either move to a new location (a different room, another part of your yard, etc.) or “flip” your space. This might include breaking down tables or putting food away and should be planned into your event flow.
- Weather – I talked about this a bit in Part 1, but does the geographical location and time of year dictate that you’re indoors? Does a likelihood of unpredictable weather mean you need a backup plan or do you have a covered outdoor location that’d work either way?
- Funny story about covered outdoor locations… I went to a baby shower for my SIL toward the end of May. This was some years ago now, but I’ll never forgot her shower. It was outside under tents / in the garage, so definitely well covered from the beautiful sun. However, when it randomly started down-pouring with hail and huge gusts of wind, the tents weren’t a whole lot of help to the guests under them!
- Safety – this is even more important for any events happening now with COVID social distancing measures, but also applies to general safety and well-being. Here are some things to think about:
- Do I have adequate room to allow guests to safely move around the space and one another? (think 6 feet distancing and fire safety)
- Are there any dangerous elements I need to protect my guests from? (think grills, fire pits, stairways without railings, sloped yards, uneven pavement, pools or hot tubs)
- Will all guests be able to attend without restriction? (think wheelchair access, if required, safety for small children, pet allergies)
Sometimes, with all of these items considered, you may land on a location you never thought you would. Let yourself think outside the box and keep the happiness of yourself AND your guests top of mind.
For our party, we landed on the home of the couple we’re celebrating as our location. It’s the biggest, has two spacious areas where we can host the different parts of the evening and has everything we need for food prep. It will also mean the couple doesn’t have to drive, so they can imbibe freely.
At first this seemed like a bad idea because we have a lot of setup and prep to do and don’t want them to be there for that. But, after some creative thinking, we’ve come up with a way to get them out of the house for some added fun and “priming” for the event since it ties perfectly into our theme. More about that in future posts…
Speaking of, next week I’ll be walking you through my process for creating the invite, a critical part that sets the tone for your guests. Stay tuned.