24 Feb
How to Find the Perfect Event Venue
Unless you’re hosting a virtual event, your event venue is a crucial part of any event’s success. In many cases, it is really the first step in your planning as so many other pieces of the event revolve around the venue and what it offers. There’s a lot to consider, but thankfully there are many online tools to make the process of searching for and booking your perfect venue much easier. Let’s dive into everything you need to know to book an event venue in 2025, and some of the leading event venue booking tools to help streamline your search.
The basics of booking an event venue
How Much Do Event Venues Cost?
The cost of booking an event venue varies based on several factors, including location, venue size, day of the week, and included amenities. Below are general price ranges for different event types:
Small Private Events (e.g., birthday parties, small weddings, networking mixers)
Venue rental cost: $500 – $5,000
Factors affecting cost: City location, peak vs. off-peak seasons, and included amenities like catering or AV equipment.
Medium-Sized Business Events (e.g., corporate meetings, workshops, training sessions)
Venue rental cost: $2,000 – $15,000
Factors affecting cost: Seating capacity, audio/visual setup, catering, and accessibility.
Large Conferences or Trade Shows
Venue rental cost: $10,000 – $100,000+
Factors affecting cost: Size of space, staffing, security, parking, and branding/customization options.
Many venues offer pricing packages that include catering, AV services, and setup/cleanup fees, so it’s essential to clarify what is included in your rental agreement.
How Do I Request an Event Venue or Secure Venue Availability?
Securing a venue for your event typically involves the following steps:
Research & Shortlist Venues – Use venue-finding platforms (covered in the next section) to explore available spaces that fit your event’s size, location, and budget requirements.
Check Availability Early – Many venues book months in advance. Start your search at least 6-12 months ahead for large-scale events and 3-6 months ahead for smaller gatherings.
Submit an RFP (Request for Proposal) – Many venues require a formal proposal that includes event details like date, expected number of attendees, catering needs, and AV requirements.
Schedule a Site Visit – Before finalizing, visit the venue in person (or take a virtual tour) to ensure it meets your expectations.
Negotiate Terms – Review pricing, cancellation policies, and included services before signing the contract.
What Should I Ask for in My Venue Contract?
When booking a venue, ensure your contract includes the following key terms:
Rental Fees & Payment Schedule – Clarify all costs, deposit amounts, and payment deadlines.
Cancellation & Refund Policy – Understand what happens if you need to cancel or reschedule.
Capacity & Space Allocation – Make sure the contract specifies the rooms or areas included in your rental.
Catering & Alcohol Policy – Determine if you must use in-house catering or if external vendors are allowed.
Insurance & Liability – Some venues require event liability insurance.
Permits & Licensing – For certain events, you may need special permits for alcohol, noise, or street closures.
Setup & Breakdown Time – Confirm when you can start setting up and when everything must be cleared.
AV & Equipment Availability – Specify what technology and equipment are included in the rental.
Best Event Venue Finder Tools of 2025
Now that your basic requirements are outlined, it is time to start your search. Thankfully, there are some really great tools out there to help you find the perfect venue that fits all of your needs!
1. Peerspace
A popular marketplace for unique event spaces, Peerspace offers a vast selection of venues in major cities worldwide.
Benefits:
Wide range of venues, from small meeting rooms to large event spaces.
Hourly rental options for budget-conscious planners.
Transparent pricing and instant booking features.
Drawbacks:
Pricing can fluctuate based on demand.
Some venues charge additional fees for amenities like AV equipment.
Pricing:
Hourly rates range from $50 to $500 per hour, depending on location and venue size.
Additional service fees may apply.
2. EventUp
EventUp specializes in business-friendly venues and offers detailed search filters.
Benefits:
Large database of event spaces for corporate functions and private events.
Customizable search options for amenities, capacity, and pricing.
Direct messaging with venue owners for negotiations.
Drawbacks:
Limited venue selection in smaller cities.
Some venues require direct inquiries for pricing.
Pricing:
Prices vary but typically range from $1,000 to $50,000 per event, depending on the venue size and services.
3. Splacer
Splacer is a venue marketplace that features unique spaces for creative and corporate events.
Benefits:
Listings for non-traditional venues (e.g., lofts, warehouses, rooftops).
Hourly and daily rental options.
Transparent pricing and direct booking.
Drawbacks:
Limited availability in rural areas.
Some venues require additional rental fees for furniture or AV setup.
Pricing:
Hourly rates typically range from $75 to $1,000 per hour.
4. The Vendry
The Vendry caters to corporate event planners looking for upscale and professional venues.
Benefits:
Focus on high-end venues for business events.
Offers networking features to connect with event vendors and suppliers.
Extensive event case studies to help with planning.
Drawbacks:
Less ideal for informal or small-scale private events.
Premium venues come with higher price tags.
Pricing:
Custom pricing per venue, often $5,000 – $100,000+ for corporate events.
