• Free event planning service
• Event planning toolkit
  • Preparation
  • Planning
  • Promotions
  • Trouble shooting
  • Evaluation
  • Special events
• How to plan an event
• Request for Proposal
• BESydney Event Supplier Search
• Conferencing in Regional NSW

• Business Events Sydney
• Plan an event
• Event planning toolkit
• Planning
• » Choosing a venue

Choosing a venue

Choosing venues is one of the most important decisions you’ll make in the event planning process, as it sets the tone for your entire event. Sydney and New South Wales (NSW) have a range of venues to suit meetings, congresses, informal gatherings and gala events.

Step 1: Find a location

As you did when you were setting a date, consider your audience’s needs and choose a location to suit. Consider:

• Weather
• Local attractions and restaurants
• Parking and public transport
• Other local events

Step 2: Research the facilities

Look for venues that have all the necessary facilities to ensure a successful event. You will need to consider room set-up too when looking at venues. For example, do you need a classroom, theatre, banquet, boardroom or cabaret layout?

The venue should have access for people with disabilities, and you may also need to consider audio-visual requirements, the need for natural light or blacked-out windows, and function furniture such as sign easels.

Step 3: Consider catering

Don’t underestimate the value of food and beverages to a successful event. Speak with each potential venue about their in-house catering and facilities.

Step 4: Count costs

Cost is important, but not always the deciding factor for a venue. Ask all potential venues what value they can add to improve the event for your guests. When you do decide on a venue, check the contract carefully for any miscellaneous additional charges.

Step 5: See for yourself

If you’re considering a new venue, choose one with a proven track record. Conduct a site inspection of the venue before you make your decision, checking for service, cleanliness and facilities. 

Step 6: Request a proposal

Once you’ve decided on a venue, if you haven’t used them before, submit a Request for Proposal (RFP) to ensure they can meet your needs. Many venue websites have their own RFP online forms. If not, follow our Request for Proposals guide to get the best result.