Here’s Exactly How to Book a Venue (2024)

• Establish your venue requirements
• Start your search with the right event database
• How to use Peerspace to find the perfect venue for you
• Figure out your goals for the event
• Factors to consider before booking the venue
• The final step: book your favorite venue

Wondering how to book a venue for an upcoming event or project? At Peerspace, we get it. One of the most important aspects of planning an event is choosing the right space for it. The location can absolutely be the difference between a memorable and forgettable event, whether it’s a wedding, a meeting, a birthday party, a baby shower, or a team-building activity.

That’s why it’s essential to know exactly how to book a venue. Knowing what steps to take when you do so, along with everything you need to take into account when you’re booking it, is also key. 

Once you have this basic info, you’ll realize that — as important and perhaps intimidating as it is — booking a venue isn’t all that challenging with the right info and resources. For our guide on how to book a venue, we’ve boiled this process down to its most important components, so read on!

Establish your venue requirements

Before you can begin searching for a venue, you’ve got to know what you’re looking for. This means having some basic elements of event planning ironed out, including:

Your budget

Planning your event budget is a necessity. How much can you afford to spend on renting a venue? Once you have a price range settled, you can keep that in mind as you browse venues.

Estimated number of attendees

Another crucial figure! This can be a range if you’re early in the planning process. Once you have at least an estimate of the number of attendees, ask yourself — how much space will you need for your guests?

The general location of the event

Obviously, you won’t know exactly where it’s going to be until you’ve chosen your venue. But you should almost certainly know what city you’ll pick. After all, having a specific neighborhood in mind can be helpful, too, when narrowing down your selection.

Make sure that the location is reasonably accessible for most of the people who will be in attendance. If it’s something like a conference, it should definitely be centrally located to maximize attendance. For smaller events, ensure that transportation to your chosen area won’t be a huge hurdle for guests.

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Start your search with the right event database

Using Peerspace is the most efficient, effective way to locate the right venue for your event. Peerspace is the most extensive marketplace for event spaces on the internet (it’s like Airbnb, but for event spaces).

Unlike Airbnb, Peerspace hosts welcome you to host your personal and professional events in their unique spaces. And since spaces are available to book by the hour, you don’t have to worry about overpaying for a space you’ll only need for a few hours.

You’ll find thousands of venues of all different kinds — large and small, rustic and formal, affordable and lavish — among the listings. Peerspace can connect you to venues in thousands of cities throughout the US and across the globe, so no matter your location, you can enjoy access to gorgeous, amenity-packed spaces. 

On Peerspace, you can rent:

• Sumptuous mansions in Beverly Hills, CA that include gardens, pools, and valet parking
• Ultra-cool lofts in New York City, NY with open, airy layouts and vintage furniture
• Cozy cottages in Altadena, CA with chic boho style and indoor/outdoor space
• Multi-level spaces with nightclub vibes in Atlanta, GA with a bar, DJ booth, and incredible add-ons
• Boutique yoga studios in London, UK with speakers, yoga equipment, and lightboxes
• Unique multipurpose spaces in Chicago, IL with full kitchens and on-site event managers
• Rustic bar spaces in Berlin, Germany with tables, chairs, and a kitchen
• And more!

Your venue’s local host can also assist with your event planning needs if you want. Simply reach out and ask them for recommendations in regard to catering, decorations, entertainment, and more and they’ll be happy to help.

How to use Peerspace to find the perfect venue for you

Yes, Peerspace has an enormous selection of top-notch venue options. However, the site is also set up so that it’s incredibly easy to find exactly what you’re looking for. It’s the easiest way to book a unique event venue from a local host.

To start browsing venues near you, start by heading to our homepage. Enter the type of event you’re planning, the city you’re searching in, and click “search.”

Then you can scroll through potentially thousands of options, and zoom in to a particular area of the map of your city. You can also save time by filtering your search with specific parameters: number of attendees, price per hour, type of space, and more.

With Peerspace, this step in the process of how to book a venue is a total breeze.

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Figure out your goals for the event

This isn’t an absolute necessity, but if you have at least a few specific goals for your event in mind that you’re prioritizing, you can choose your venue based in part on how well it will help you achieve those goals.

Technical requirements/necessary amenities

Establish enough of an outline of your agenda and/or event activities to have a sense of what logistical elements your chosen venue needs to offer. Will you be having speakers come to talk at a large seminar? Or will you be hiring a live band for your wedding? Either way, you need to know what A/V capabilities will be required for your chosen venue.

Likewise, maybe you’ll want to have guests take outdoor photos — this way, you’ll know that the space you choose will need to have an outdoor area of some kind. And so on. This isn’t absolute, as you will most likely also end up planning elements of your agenda and activities based on what the space has to offer. 

Do a little more digging

Once you’ve found at least a few potential event venues that look promising, it’s time to investigate the listings a bit further to make sure they’re a good fit.

When you click on a Peerspace listing, you’ll see high-resolution photos of the space, a detailed description of everything it has to offer, and honest reviews from people who have used that venue in the past. These are where you’ll get the most valuable info — what the space is really like, beyond the listing title. 

Factors to consider before booking the venue

Before making the final call, consider the following factors, in addition to the parameters you’ve already established in Step 1:

Parking

If any of your guests are likely to be driving, will they have a place to park? Many places have free onsite parking, street parking, or valet parking in some instances. If not, this can make transportation difficult for your guests.

Space setup

What does the floor plan look like? How will the number of guests that you’re planning on inviting move through the space with ease? How can you set up tables, and is seating included with the venue?

Accessibility

You must ensure that any disabled attendees will be able to access every aspect of your event. If accessibility information is not provided on the venue listing, ensure to contact the host and inquire directly.

Cancellation policies

If either you or the venue has to cancel at the last minute, how will that work? Make sure you’ve established that. If you’re booking a Peerspace venue, your booking is protected by Flexible and Grace Period cancellation policies.

Overall atmosphere

When you’re making the final call, definitely trust your gut about which space will work best. Does the feel of the spacesuit the kind of event you’re planning to hold there? Is the place suitably decorated as-is or will you need to put the time and effort to decorate it for your event?

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The final step: book your favorite venue

Now that you know how and where to book a venue and the special features to look for as you’re browsing spaces, you’re ready to book!

Remember that you can filter Peerspace venues by location, price range, and style, so you can book your perfect space faster.

If you have any questions or requests, remember to reach out to your Peerspace host. They strive to ensure your time in their space is perfect and are happy to help in any way they can.

How to book a venue – closing thoughts

Booking the perfect event space can seem stressful. After all, there are a lot of factors to consider and spaces to peruse.

But with these tips and the ease of Peerspace, you have it under control! You can find the perfect space, no matter your budget, that will make your event stand out and shine.

Find unique event venues on Peerspace