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The Best Checklist for Choosing a Wedding & Event Venue



Posted on: 05/27/2021

The Best Checklist for Choosing a Wedding & Event Venue

Looking for the perfect venue to host your party? Whether you are looking for the best space to hold your wedding or the ideal setting for a corporate event, there are a few things you’ll need to narrow down before choosing the perfect venue! To help you fit the requirements and expectations of your party-goers, we’ve put together a few tips you should consider during your search. 

Location, Location, Location

Book a venue in a convenient location for you but also your invited guests. Access to the venue should be easy, convenient, and available for the duration of your event. You may need to check public transport, airport access and whether there’s onsite parking or valet service. It’s also important to check lodging in the area. A place with available hotels, condos and/or Airbnb’s is ideal.

Budget & Cost

Most people would agree one of the biggest considerations when choosing which venue to hire is the budget. You’ve no doubt got a price range in mind but sometimes it’s not as black and white as just hiring a room. Meeting rooms, conference venues or party space, whatever the venue type, they all offer different price points. When you speak with the venue coordinator, make sure you ask exactly what’s included before signing on the dotted line. Being flexible on the date can help, as certain days of the week can cost more or less. Remember to always confirm the cost, dates, times and details in a written contract.

Event Date

Several factors can influence your preferred date. While the weather’s never certain, you can at least hope for a warm, sunny day for your outdoor party in the summer, and know that a cozy room with a fireplace will be welcoming in the winter. And remember, any time you book a space with a nice garden, make sure the venue has a Plan B in case it starts to rain. Keep in mind that in peak seasons you will have to book in advance. If you’re planning an event last minute, speak with a venue coordinator about bargain deals they may offer you if your date is flexible!


Every type of celebration needs the right type of venue, and you can easily find out which venue has more experience in the type of event you’re planning. The ideal venue for your function has held similar events in the past and understands what it takes to make your event successful. If you're planning a wedding, we suggest taking a style quiz to find out what your type is. Planning a corporate event for the holidays might narrow your options to meet a space that is sophisticated yet fun! 


Along with the budget, the number of guests is one of the most crucial aspects of event planning, because it will help you quickly eliminate many venues based on their capacity alone. Choose a venue that’s the right size for your event. Booking a venue that’s just able to accommodate the number of people you expect will help give your event a lively atmosphere and save money. But, you should also consider if you’re promoting an event such as a conference or a party that doesn't require any RSVP, as you may end up with more guests than you expected, so choose a roomy space instead. As you venue shop, you can also search for places that have multiple floor plans and different spaces to keep your options open. 


Venues provide different levels of service and facilities. When booking your event make sure that the venue will be able to cater to your specific needs. Make a list of those special needs and compare it with the amenities the venue offers. These may include:

  • Parking (does the venue have parking onsite? If not, do they provide valet?)

  • Kitchen facilities

  • Sound and/or Lighting Equipment

  • Extra space (like a cloakroom or breakout room)

  • Security

  • Licenses (do you need a venue with an alcohol or wedding license?)

  • Restrictions (such as noise or photography restrictions)

  • Extra fees (like a corkage fee, overtime fee or cancellation fee)

  • Onsite Catering

  • Seating & Decor 

  • Event Staff & extra help for cleanup and take-down

Planning any event can be overwhelming, especially when picking the right venue. Our team at Captain Anderson’s Event Center in Panama City Beach, Florida is prepared to answer any questions you may have about our spacious banquet halls. We have venues available for weddings, corporate functions, special celebrations and any other event you are hosting. To tour our event spaces, or for general inquiries, please call us at (850) 691-5653. We can’t wait to help you plan your next event!


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