3 tips on how to choose the perfect event venue

At 25, Sharon Lourdes Paul is already the head honcho of We Are Spaces (www.wearespaces.com), an online marketplace that provides solutions for both event planners and venue owners. Planners can search for and book exciting venues for every occasion, while owners can maximise previously underutilised real estate. To date, the website boasts more than 300 unique listings, spanning everything from galleries to cafes. We ask Sharon for three tips on how to choose a venue best-suited to your needs.

1. ASSESS ITS AMBIENCE
Ambience plays an integral role when it comes to selecting the right venue. “Ask yourself if the space can be decorated to suit your needs. Also, lighting can really determine the mood of your event. For instance, fluorescent lights are hardly flattering for an intimate birthday celebration!” says Sharon.

Keep an eye (or ear) out for acoustics as well. “Tile or wood flooring might amplify sounds, while carpeted flooring tends to muffle them,” she shares.

2. CREATE AN EVENT LAYOUT
“The venue might look capacious at first glance, but event essentials – tables, chairs, the buffet counter, the bar, the band, the DJ booth, the dance floor – can take up more space than expected. To prevent a tight squeeze, it’s important to map the layout of your event before booking the venue,” explains Sharon.

3. NEGOTIATE, BUT WITHIN REASON
“Try to negotiate reduced fees, or even a waiver, for set-up costs. This is possible for events that require minimal customised audio and video set-up, furnishing and lighting support,” Sharon suggests. “However, do understand that it can be tough being a venue owner. They also have targets to fulfil, so be sure to respect them during the negotiation process.

“If there’s excessive demand for a particular date, venues might prioritise a planner with a higher budget. It’s therefore important to have alternative dates in mind for your event,” she says.

SHARON RECOMMENDS...

For an intimate birthday party
Wine Room, Zafferano
“The restaurant’s classy wine room, with its warm lighting and polished marble, oozes serious charm. It’s perfect for private gatherings of up to 12 people.”

For a medium-sized celebration
Little Olde Gallery
“This two-storey house, which accommodates 50, is adorned with all sorts of bric-a-brac, such as a grand piano, retro artwork, and even vintage cars in the garage! It’ll make a cosy space for a celebration, especially for older folks who want to reminisce about the past.”

This article was originally published in Simply Her March 2015.