Getting Creative with Venue Constraints
What do you do when you can’t find the right venue for your event?
Sometimes, the perfect venue just doesn’t exist. Do you need something that can accommodate more people? Are you looking for something that allows a specific catering partner? Are venues limited in your area?
Here are a few considerations when looking for the perfect fit.
Option #1: Build It
Size seems to be one of the most limiting factors that people face. If your community doesn’t have a big enough venue for your growing demand, consider building a venue outside.
During warmer seasons you don’t need to consider much more than some café lighting, tables, chairs and a stage. Is there a farmer’s field you can take over, or a public park? Maybe you can close down a city street? Get creative with how to host your growing crowds. If weather is an issue, consider a tent.
Some things to consider when building out your event space:
- Water: Access to running water will be a critical element for your catering team. Be sure that you have a way to connect a hose or set up a wash station.
- Power: For running your AV equipment, cooking equipment and lighting, you may need to consider bringing in a generator. These can easily be rented from the same company that provides you tables, chairs and tents.
- Bathrooms: You may need to consider porta-potty rentals, unless you’re able to host your event in a park that has bathroom infrastructure already built in.
- Cost: The biggest cost you’ll incur when building out your own space are the rentals. Consider working with other organizations in your area to maximize the rentals for several events in a row. A tent, kitchen and stage build-out can serve a lot of different needs over a week’s time. Share the costs by partnering with other organizations.
- Budget-Cutting: In order to reduce your rental needs, consider hosting an outdoor event in the summer so that a tent is not needed. Consider a daytime brunch or early evening event so that lighting is not needed. Tap into local support from food truck vendors so that you don’t have to build out a kitchen. Host the event with infrastructure nearby so that you can use bathrooms, power and water from nearby resources. For example, if you’re hosting an event on a city street, ask the nearest church or school if you can access their running water, restrooms and a covered food-prep area.
Option #2: Rethink It
When planning your event, the size of your event needs, based on activities, seating, etc., can be an obstacle. One way you can work with a smaller venue is to rethink some of your logistics, such as the following:
- Remove the silent auction
- Seat guests theater-style instead of at 10-top round tables
- Serve guests instead of having a buffet
- Use cocktail bistros instead of 8-foot tables for guest registration
Sometimes rethinking the event to match the venue is better than trying to squeeze in something that doesn’t work.
Option #3: Shrink It
If rethinking the way you use the space isn’t an option, then shrink your guest count. Consider the rule of supply and demand—a bigger audience doesn’t always translate to more fundraising. Consider reducing the headcount and increasing the ticket price. Exclusivity can often help your demand and justify the increased ticket cost.
Photo courtesy of Adelante Mujeres’ Fiesta of Hope in Downtown Forest Grove
