Why the right venue can make or break your event

Before you start comparing venues, you need to know what you're looking for. That sounds obvious, but many event planners skip this step. They start Googling and get lost in a sea of options.

Start by creating a clear list of requirements. Consider the number of guests, the type of event, the desired atmosphere, your budget, and practical matters such as accessibility and parking. Are you planning an intimate dinner for 50 people or a festival for 2,000 employees? That question determines everything.

Other important criteria include the availability of technical equipment (sound, lighting, projectors), catering options (in-house catering or a choice of vendors?), and the flexibility of the space. Can the layout be adapted to your program? Is there room for breakout sessions?

Tip: Create a scoring matrix to compare locations based on your most important criteria. This will make your decision more objective and prevent you from letting your emotions influence your choice.

Accessibility — No matter how beautiful a location may be, it’s useless if guests can’t get there. Choose a location that’s easily accessible by car and public transportation. Ideally, it should be within five minutes of a highway exit and close to a train station. Ample parking is essential.

Capacity and layout — The space should be appropriate for the size of your group. A space that’s too large feels empty and impersonal. A space that’s too small feels cramped. Look for a venue that offers flexible layout options, so you have room for both plenary sessions and smaller group sessions.

Atmosphere and ambiance — Does the venue fit your concept and your brand? An industrial venue is perfect for an innovative kick-off event, but less so for a chic gala. The ambiance should reinforce your story.

Facilities and Technology — Good Wi-Fi, professional AV equipment, climate control, and a private kitchen are not luxuries but basic requirements. Also check whether there is a dedicated technical team on site.

Service and flexibility — How cooperative is the venue team? Can you set up early? Are there restrictions on noise or closing times? Your collaboration with the venue plays a major role in determining how smoothly your event goes.

The cost of an event venue varies widely, ranging from €500 for a basic meeting room to €25,000+ for an exclusive festival venue. The price depends on factors such as size, location, season, and what’s included.

Please note: the rental price is rarely the whole story. Many venues charge extra for technical services, cleaning, security, and catering. Always request an all-inclusive quote so you can compare like with like. Hidden costs can increase your budget by 15–25%.

An event planning agency can help you find venues that fit your budget. Agencies often have discount agreements with venues and know which ones offer the best value for money. This saves you both time and money.

Choosing based solely on price — The cheapest venue is rarely the best choice. If the atmosphere isn’t right or the facilities are lacking, you’ll end up paying more to make up for it.

Don’t visit in advance — Photos can be deceiving. Always visit a location in person before you book. Pay attention to details such as acoustics, natural light, the condition of the venue, and the atmosphere of the surroundings.

Forgetting to consider logistics — Where do suppliers unload? Is there a freight elevator? How much time do you have for setup and takedown? Logistical constraints can really throw a wrench in your plans.

Not having a Plan B — A rain contingency plan is essential, especially for outdoor venues. But things can go wrong indoors, too. Always have a backup plan.

Booking too late — Popular destinations are sometimes fully booked a year in advance. Start your search early, especially for events in the spring or fall.

An event planning agency knows the market. They know which venues are best suited for each type of event, have personal connections with venue managers, and can negotiate great deals. That saves you dozens of hours of research.

At Live Impact, we’ve visited and evaluated hundreds of venues. We know exactly which venue suits which concept, which venues are flexible in their terms and conditions, and where you’ll receive the best service. We’ll take you on a venue tour and provide you with objective advice.

We also make sure the venue fits seamlessly with your program. Because choosing a venue is one thing—turning it into an unforgettable event is quite another. That involves concept development, entertainment, and professional event management.

The right event venue is the foundation of a successful event. But the search doesn't have to be complicated—not if you have the right partner.

At Live Impact, we’re here to help you every step of the way—from choosing a venue to executing your event. We know the most beautiful venues in the Netherlands and make sure everything runs smoothly: from the atmosphere to the logistics, and from the technical setup to the catering.

Schedule a consultation and discover how we can make your event a success.