If you have an event coming up in New York City, you may be wondering how to get started on your planning journey. Before you do anything at all though, you have to find the perfect venue rental. There are a number of things to consider when booking a venue in NYC, but we know the top six that really matter. VenueScanner has years of experience curating the best venues. We know exactly what to look for when you come to us with your event plans. Today we’re spilling our secrets so you can find the perfect venue for your next event in New York City.
Location
Location is everything. Seriously. Picking the right location for your event can be the deciding factor as to whether people attend or not. New York City is huge, which means there are a lot of great locations to choose from. To help narrow down your search, think about where your guests are coming from. If they’re traveling from outside the city, you may want to consider being close to Grand Central Station or Penn Station to make it easy for people to get there. If your guests are already going to be in the city, as long as your venue is easy to get to, you’ll be fine. Thankfully, the New York City subway system is one of the best in the world and super easy to navigate. And when you do choose your location, adding the closest subway stops or train stations to your invite is a great way to ensure guests know how to get to your venue.
Budget
The next thing to think about is your budget. You’ll be able to winnow down your venue list just by figuring out how much money you’d like to allocate for your venue. Remember that your budget will need to encompass your entire event so decide what you’re comfortable spending on the venue. Each venue rental will be priced differently – some may operate on a minimum spend, while others may have a dry hire fee. If you have a smaller budget, minimum spend is a great way to make the most of it. If you have some room, a dry hire will allow you to really customise your event.
Venue Type
Now that you’ve picked your location and know your budget, it’s time to choose what sort of venue you want to host your event in. With so many venue rental options available, it may be hard to decide which type you’re interested in. One of our biggest tips is to consider what kind of vibe you’re looking for. You wouldn’t host a networking event for Gen Z in a fancy bar. Instead you’d probably look for something unique and quirky. Luckily, New York City is a mecca for amazing venues. You can find cool bars and restaurants, hotels with meeting rooms, rooftop oases, massive conference centers, and incredible wedding venues scattered throughout the concrete jungle.
Capacity
Once you’ve nailed down your location and venue type, think about how many people will be invited to and ultimately be attending your event. You want to find a venue that doesn’t feel too big or too small for your guests. The best spaces feel full, but not crowded. Keep in mind that depending on how you set up the venue, capacities may differ. If you decide on an event with cabaret style seating versus one with theater style seating, you’ll be able to fit a different amount of people so be sure to check with the venue on setups so you know what will work best for you.
Amenities
We’ve found that venue rentals in New York City offer a variety of amenities. Some have in-house catering while others will present you with a list of preferred caterers. You may end up with a venue that has an entire events team dedicated to making sure your event goes off without a hitch, or you may be sorting everything out yourself. Regardless of how much help will go into executing your event, you’ll also want to look out for AV capabilities, wifi, parking, lighting, or branding opportunities. The list of amenities venues offer is extensive so go into your venue finding search with a list of dealbreakers to make it easier to navigate the many New York City venues.
Accessibility
Finally, accessibility is key. You want to ensure that your event is accessible to everyone you invite which means that you should find a venue that can accommodate anyone with disabilities. Some things you’ll want to look for are venues that have ramps, elevators, and accessible entrances. You’ll also want a venue that has accessible restrooms and seating. Signage is super important so people can find the best routes, entrances, seating areas, and restrooms for themselves. Make sure the venue allows service animals and that the staff is trained on disability awareness so they can assist guests that may need it. If you’re holding a conference or meeting, check to see if the venue will provide assistive listening devices for guests that may need them. Finding an accessible venue will ensure that all of your guests have a great experience.
Hiring a venue for your event is a really exciting part of the event planning process. Knowing the things to consider when booking a venue in NYC will make it easier and more enjoyable. Remember that once you’ve figured out your location and budget, the rest of your process will move along quickly. No matter what venue type you’re looking for, the amenities you need, or your capacity, you’ll be able to find something that’s great for you. And if accessibility is important to you, flag that at the beginning of your search. If you need any more help finding a venue rental in New York City, please get in touch! VenueScanner is here to help.
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