Finding a space to have your next work party can be tricky. Before you can even begin to hunt for the perfect spot, there are many factors to consider. How can you look at potential event spaces if you don’t know how many people you need the area to fit yet? 

Here are some things to consider before you book your next place.

1. Budget

First, you need to figure out what kind of budget you’re working with. It would be a shame if you found the perfect place to host your event and didn’t allot enough money to rent it. Knowing what your budget is first can save you a lot of trouble during the planning process. 

Consider all the charges and fees you will be responsible for providing for the party. Costs can quickly add up, so ensure you account for everything the event entails. Cleaning costs, insurance, wait staff, and parking fees are commonly forgotten about within event budgets. 

2. Location

There are a few things to consider when searching for a venue location. Regarding where the party will take place, you can search for available venues in your area. If you have a larger party, you should look for spaces that have a higher capacity. 

You should consider available parking as well if you’re expecting high attendance. If physical location matters the most to you, book somewhere close and decorate to cater to your party’s needs. If the vibes are more of an issue, book based on that and tailor your budget to assist employees with transportation or ride shares. 

3. Theme

If the venue you choose meets every expectation except how it’s decorated, consider having a themed party. With a themed party, the space’s interior doesn’t matter as much since you are going to deck it out. The options are endless with themed parties. The roaring 1920s or Hollywood themes are always a big hit at any gathering!

If your next work party is during the warmer months, consider moving it outdoors as long it isn’t too hot. You could host a picnic or pool party and let your employees soak up some sunshine. Creating a theme for your party can add flair and an added element of fun to what otherwise could amount to a lame office party. 

4. Amenities 

Ensure the space you’re booking has all the amenities your employees need. This is an instance where knowing who is coming to the party plays a role in the venue you choose. Some employees may require accessibility that your potential venue just doesn’t have. 

Does the venue have the equipment you need for the presentation or speech that’s being given at the party? Does the venue offer catering? If it does, are you required to use them if you rent their space or can you outsource and use other vendors?

5. Engagement

You must consider the engagement you’re going to plan for your employees while you’re finding your event space, so you know what to look for. Knowing the purpose of your event can help you decide what type of engagement to provide for your guests.  

If you’re planning on having speakers or engagement sponsors, you’ll want to ensure the venue has the proper equipment. Encouraging engagement at your event is essential because it gets people talking. Nothing is worse than being at a party filled with people not talking to each other. Plan something to engage your employees with a speaker or each other so that no one feels awkward. 

Checklist 

Make yourself a checklist so that you don’t forget anything while finding your space. Everything written down and organized can keep you on task and within budget. When planning an event, hidden fees and costs can accrue simply from something being forgotten. Make sure you include times and dates of deposits due when you choose and reserve your event space.