Whether your original venue has been cancelled, you’ve been asked to book an emergency meeting, or you’ve been tasked with organising a surprise social meeting, planning a last-minute event can be quite stressful. This is because most venues are usually booked in advance, but you will still be expected to find one that meets your needs and impresses your guests.
If this is the situation you find yourself in, below are some tips on how to go about it.
Utilise Online Venue Marketplaces
As your event is coming up soon, you may not have time to visit enough places to make a comparison. One way to maximise your time would be to narrow down to a few places you can choose from. Fortunately, if you are looking for an event space Melbourne, there are several online venue marketplaces where you can start your search. These sites allow you to narrow down to a specific location and type of venue, with filters such as the number of people and price range.
To determine the venues you should consider, look into the details of what the event space offers. Typically, you’ll be able to know the sitting and standing capacity, parking facilities, amenities, etc. Once you find a space you like, you can book online and secure the venue.
Consider Non-Traditional Venues
When you are booking a last-minute venue, places such as hotels, conference centres, and banquet halls may not offer the best options. These are mostly booked in advance, and booking a few days to the event may cost more than your budget. To increase your chances of finding a suitable venue without spending out of budget, you can look at venues such as private homes, converted warehouses, lofts, and rooftop terraces.
These types of venues offer a distinctive atmosphere that can work even better if your event is not very formal. On top of that, they offer more freedom in terms of the decoration and layout, so you will also have more control over the ambience you create for your guests.
Be Flexible with the Timing
While you may not have many options in terms of the days or weeks, you can consider having your event at an off-peak time. Traditional prime-time slots, such as weekend evenings, are often booked well in advance, so you may end up compromising on your preferences to book a venue for that time. Instead, you can consider booking your event for off-peak hours, such as mornings and afternoons. If you can have the event on a weekday, even better.
Besides getting a venue that matches your needs, these time slots often come with discounts as event venues are not busy throughout the week. Further, hosting a brunch meeting or an afternoon gathering may give your event a fresh feel, as most are held in the evening.
Expand Your Search Radius
Since you don’t have the luxury of booking months or weeks in advance, you can expand your search radius. When you limit your search to the neighbourhood or city centre, you also limit your available options, as many venues will have already been booked. You can add more flexibility to your booking and look for spaces in areas further from where you initially wanted. To help with that, you can do a simple Google search or, even better, use an online venue marketplace.
Besides expanding your options and increasing your chances of finding a hidden gem, this may just be the magic your event needs. Travelling away from the city centre can give you a beautiful and distinctive backdrop that will make your event even more memorable.
