How to Choose the Right Venue for an Adult Party

Whether you're planning a milestone birthday, an engagement party, an anniversary celebration or simply an excuse to get everyone together, choosing the right venue is one of the biggest decisions you'll make about your event.

And, perhaps surprisingly, it isn't always the prettiest venue that creates the best party.

When people first start looking for a venue, they often focus on the obvious things: how the room looks, the location and, of course, the price. These things matter, but the reality is that a great party relies on a lot more than a beautiful backdrop.

So, what should you actually look for when choosing a party venue?

What People Think Is Important:

• How the venue looks

It's usually the first thing people notice.

You walk into a venue, picture the decorations, imagine everyone dressed up and immediately start thinking about the photos. A beautiful space can certainly add to an event, and nobody wants to celebrate somewhere that feels tired or uninspiring.

But looks can be deceptive.

A stunning room with poor acoustics, an awkward layout or a bar that can't cope with your guest numbers can quickly become frustrating. Meanwhile, a relatively simple space with the right lighting, entertainment and atmosphere can be completely transformed once the party begins.

The question shouldn't just be, “Does this venue look good?”

It should be, “Will this venue feel good when it's full of my guests?”

• The price

Naturally, budget plays a huge part in choosing a venue.

The mistake is comparing venues based purely on the hire price.

One venue may appear considerably cheaper until you discover the additional costs. Security staff, cleaning fees, bar minimum spends, furniture hire, corkage and mandatory suppliers can all change the final figure.

Always ask what is actually included.

A slightly higher venue hire price can sometimes offer much better value if the essentials are already covered.

• The location

A central location might sound ideal but think about your actual guests.

Where are they travelling from?

Will people be drinking? Is there public transport nearby?

Can guests easily get a taxi at the end of the night?

Does the venue provide a way for people to get home safely?

Is there parking for those who need it?

Is parking safe and free (especially for anyone wanting to leave their car overnight)?

Can someone walk in off the street?

Will you have to pay extra costs like door supervisors?

A venue doesn't necessarily need to be in the centre of town. It simply needs to be easy enough for your guests to reach - and, just as importantly, leave.

What Is Actually Important:

• The right size room

This is one of the most underestimated parts of choosing a venue.

People often worry about a room being too small, but a venue that is too large can be just as damaging to the atmosphere.

Imagine inviting 60 people into a room designed for 250. Even with a good turnout, the party can feel empty.

You want a space that feels comfortably busy once your guests arrive. The dance floor, seating and bar should feel connected rather than spread across a huge area.

When a venue tells you its capacity, ask what that capacity actually means. Is it 150 people standing? 100 seated? Does that number still work once a DJ, dance floor, buffet and additional furniture are in the room?

Capacity and comfortable party size are not always the same thing.

• The bar

The bar might not be the most exciting part of a venue tour, but for many adult parties it is incredibly important.

How many people can the bar serve at once?

How many staff will be working?

What are the prices like?

Is it card only or do they take cash too?

What drinks are available?

A long bar queue changes the atmosphere of a party very quickly.

Guests disappear from the dance floor and spend twenty minutes waiting for a drink. Conversations move to the queue. The energy in the room drops.

If you're expecting a busy party, ask the venue how they staff the bar for your number of guests.

• The layout

Picture the party in progress rather than the empty room you're viewing.

Where will the DJ or entertainment go?

Where is the dance floor?

Where will guests who want to talk sit?

Where is the bar?

What time will the bar close?

If people need to leave the main room every time they want a drink, sit down or use the toilet, you may find your party constantly splitting into smaller groups.

For most celebrations, you want guests to feel part of the same event, even if they're not all dancing.

A good layout naturally keeps people connected.

• Sound restrictions and entertainment rules

If you're planning a party with a DJ, live band or other entertainment, ask about restrictions before booking.

What time must the music finish?

Does the venue provide a DJ or band?

Can you bring your own DJ or band?

Are there restrictions on equipment?

Does the venue have an in-house sound system or lights you can use?

These aren't questions you want to discover the answers to a week before your party.

Be particularly clear about finish times. If you've imagined dancing until midnight but amplified music must finish at 10.30pm, you need to know before paying a deposit.

• Access for suppliers

Your guests aren't the only people who need to get into the venue.

DJs, bands, decorators, caterers and photographers may all need access before the event.

Ask when suppliers can arrive and how they access the room. Are there stairs?

Is there a lift?

Can vehicles get close to the entrance?

Is there a supplier entrance to make it easier for them?

A venue may look perfect from the front while having a surprisingly complicated setup route behind the scenes.

Good supplier access generally means a smoother setup and less chance of delays.

• The reviews

Reviews can tell you a lot about what a venue is actually like when an event is taking place.

Don't just look at the star rating. Read what customers are saying about the staff, service, atmosphere, food and how well their event was handled.

Most importantly, check how recent the reviews are. A venue may have a great overall rating, but are customers still having the same positive experience today?

Look for reviews from people who held a similar type of celebration, and notice whether the same compliments - or complaints - appear regularly.

It's also worth seeing how the venue responds to negative feedback. A professional response can tell you a lot about how they treat their customers.

A venue can tell you it offers great service. Recent customers can tell you whether it actually does.

• The people running the venue

This is difficult to measure on a venue checklist, but it matters enormously.

How quickly does the venue respond to your questions?

Are they clear about costs and restrictions?

Do they seem interested in your event?

Are they flexible where possible, or does every question feel like an inconvenience?

You are trusting the venue with an important celebration. Whether it's a 40th birthday, an engagement or a major anniversary, you want to feel confident that the people running the space understand what you're trying to create.

Pay attention to how you're treated before you book. It can be a very good indication of the service you'll receive afterwards.

Questions To Ask Before Booking a Party Venue:

Before paying a deposit, make sure you know:

• What is included in the venue hire price?

• Are there any additional or compulsory charges?

• What is the realistic capacity for my type of party?

• What time can we access the venue?

• What time must the event and music finish?

• Do you have a house DJ or band?

• Can we use our own DJ, band or entertainment supplier?

• How is the bar staffed for our number of guests?

• Is there minimum bar spend?

• Can we bring our own decorations?

• Are there restrictions on confetti, candles or other décor?

• Is there suitable disabled access?

• Is (free) parking available?

• How easy is it to get a taxi at the end of the night?

• Who will be our point of contact?

It might seem like a long list, but asking the right questions before booking is considerably easier than discovering a problem after invitations have been sent.

Don't Choose a Venue Based on an Empty Room

Perhaps the best advice when viewing a party venue is to use your imagination.

An empty room is not a party.

Think about the space with your guests inside it. Imagine the music playing. Picture people arriving, heading to the bar, finding somewhere to sit and eventually making their way onto the dance floor.

Does the room flow?

Will it feel busy and atmospheric?

Can guests easily find everything they need?

The best party venues aren't necessarily the most expensive or the most impressive on social media. They're the venues that make it easy for people to relax, socialise and enjoy themselves.

Because, ultimately, your guests probably won't remember the colour of the curtains or the style of the chairs.

They will remember whether they had a brilliant night.