Finding the perfect event venue can be tricky and time consuming. If you’ve ever been guilty of leaving event venue selection at the bottom of your to-do list, there is an easier way to secure what you’re looking for at the right price.

Before you start contacting any venues, consider creating a venue brief. This is a simple document you can send to each venue you’re interested in working with. But why should you bother doing this? For starters, it will save you plenty of time in the long run as it will tell venues the specific items you would like them to quote on. As a result, you get quotes back from each venue for the same items, making it easier to compare them and select the best candidate for your event and budget. Even if you’re looking into free event venues, it can be a helpful tool to get your head around exactly what you need and find the right venue quicker.

Check out these eight simple steps to crafting the perfect venue brief and make your job a whole lot easier when it’s time to book your next venue.

1. The reason why you’re holding the event

The main point to clarify with your potential venue is the purpose of your event. Communicate what the focus is and the type of people you’re targeting (young families, students, people interested in the art scene, foodies on a budget, etc). Not only will this streamline the process and ensure all parties understand the core focus of the event, but it may also allow the venue to provide ideas that can enhance it – like facilities unique to their premises. Most venues will have hosted similar events in their space, meaning they might have some neat tips for you. On the other hand, they may say their type of venue is not right for what you have in mind. Check out our blog on unique venues for ideas on the types of locations you can consider for your next event.

2. The event date

Establishing details about the date (or dates) of your event is something important that you should get done early. Regardless of whether you have a fixed date, a set of flexible dates, or your event will be recurring, it’s important to communicate this at the beginning. If the venue is already booked for your desired date, you can immediately move on to the next option and save time in the hunt for an appropriate venue. If you need to change an event date or time you can easily do this on Eventbrite. This is particularly important to remember during COVID-19, when an event may have to be postponed (if possible, simply changing the date is much easier than cancelling and creating a new event).

3. Guest numbers

Too many guests and not enough space can completely derail any event, especially in a time where social distancing is such a crucial part of ensuring the health and safety of attendees. Having a rough estimate of the number of guests you’re expecting helps potential venues recommend an event space that hits the brief. Whether this space is indoors or outdoors, having a minimum-to-maximum attendance range will help weed out any options that are simply too small or too big. If you need to get your head around social distancing, check out our social distancing tools for events.

4. Event venue setup

The atmosphere of a space can be a great way to make guests feel comfortable and give your event a unique identity that attendees will remember. Whether you prefer a cocktail bar, theatre, banquet, classroom, or boardroom-style event venues, it’s important for a venue to know how you intend to set up the space so they can provide an option that works best. You can even include some beautiful event design ideas to paint a picture of how you want the space to look.

5. Food and beverages

This is not the time to be vague – the more specific you can be describing the food and drink options your event needs, the more time you’ll save when comparing event venues. From accommodating dietary requirements to the breadth of food and beverages you want available, it’s important to settle on what must be included and what may be an added bonus. Food is the way to the heart of many – get this right and you’ve taken one more step to happy attendees. Food and beverage package pricing can vary significantly, making it an important point to get right, particularly when you’re working hard to stay within budget.

6. Event venue budget

You need a thorough understanding of how much your event is going to cost and where you are going to apply these funds, including how much you have to dedicate to a venue. Be upfront with your proposed venue about how much you realistically have to spend. This could entice the venue to work out a custom package just for you, or even to remove unnecessary costs that aren’t associated with your event. During COVID-19, venues may be even more willing to negotiate a price that you can work with. Formulating a budget may not be the most fun activity, but following an event budgeting guide can help you get a grip on the dos and don’ts and make it a quicker process for you.

7. Contact details

It may sound simple, but it’s a detail that you can’t forget. Including your contact details ensures the person on the other end knows the best person to contact and how. Making the contact details clear and easy to understand can only make future communications with the venue easier. Plus, making it personal (include their name if you have it, as well as your own) will make them more likely to put effort into taking the time to thoughtfully respond back.

8. Timeline

Every project needs deadlines to stay on track and keep everyone on the same page. Let your venue know the timeframe in which you would like a quote back from them in order to streamline the entire process. They, or you, might have a busy schedule; establishing a timeline can help ensure you get all the relevant information when you need it.

Now you have the tools to create the perfect venue brief!

From boutique event venues to venues for large events, you’re all set to craft a venue brief that reflects your personal event preferences. In addition to the above points, the current COVID-19 situation means you should also look to touch on things like social distancing and sanitation where applicable in your brief. For the relevant restrictions and regulations you need to adhere to, refer to the government websites for your respective state or territory. Once you have your perfect venue locked in and ready to go, you can post your event for free on Eventbrite.

This post was initially written by Kim Hesse from Venues2Events.