Venue Research and Selection

The Venue Sets the Stage

The venue is the single biggest decision in event planning. Get it right, and everything else falls into place. Get it wrong, and no amount of great catering or entertainment compensates.

But venue research is overwhelming. A mid-sized city might have hundreds of potential venues. Each has different pricing structures, availability windows, capacity configurations, and hidden restrictions. Comparing them manually takes days.

AI compresses that research from days to hours.

Step 1: Define Your Requirements

Before searching, crystallize what you need. Ambiguous requirements lead to wasted research.

Non-negotiable requirements (must-haves):

• Capacity: How many guests, seated vs. standing
• Date: Your event date, plus backup dates
• Budget ceiling: Maximum you can spend on the venue alone
• Location: Geographic area, transit accessibility
• Accessibility: ADA compliance, elevator access

Preferred requirements (nice-to-haves):

• Aesthetic fit (modern, rustic, elegant, industrial)
• On-site catering vs. external caterers allowed
• Parking capacity
• AV equipment included
• Outdoor space available

Use this prompt to generate your requirements checklist:

“I’m planning a [event type] for [number] guests in [city/area]. Generate a comprehensive venue requirements checklist with non-negotiable and preferred categories. Include requirements I might forget.”

Step 2: Build Your Research Matrix

A comparison matrix prevents the trap of falling in love with the first venue you visit. It forces objective evaluation.

Essential matrix columns:

✅ Quick Check: Before moving on, try listing three hidden venue costs from memory. If you can recall them, you’re tracking well.

Step 3: AI-Powered Venue Research

You can use AI to research venues efficiently, though always verify details directly with the venue.

Research prompt:

“I need a venue in [city] for a [event type] with [number] guests on [date]. Budget for venue is [amount]. Requirements: [list key requirements]. Research potential venue types and what I should look for in this market. Create a comparison framework I can fill in as I contact venues.”

What AI generates:

• Types of venues to consider (hotels, restaurants, unique spaces, outdoor areas)
• Key questions to ask each venue
• Common contract pitfalls for your area
• A structured comparison template

Step 4: The Site Visit Checklist

AI can’t visit venues for you. But it can prepare you.

Generate your checklist:

“Create a comprehensive site visit checklist for evaluating event venues. I’m planning a [event type]. Include things to observe, questions to ask the venue coordinator, and photos to take.”

Critical items to personally verify:

• Actual room dimensions (not just stated capacity)
• Restroom quantity and condition
• Kitchen facilities (if using external caterers)
• Noise levels from adjacent spaces or streets
• Cell phone reception and Wi-Fi strength
• Natural lighting and electrical outlet placement
• Parking proximity and accessibility routes

Step 5: Compare and Decide

After visiting your shortlist, use AI to make the final evaluation:

“Here are my top 3 venues with details: [paste your comparison data]. Evaluate each based on my priorities: [list priorities in order]. Identify risks for each option and recommend the best fit with reasoning.”

Decision framework:

1. Which venue meets all non-negotiables?
2. Which scores highest on preferred requirements?
3. Which has the fewest hidden costs?
4. Which has the most favorable contract terms?
5. Which felt right when you visited?

That last question matters. The data gets you to the shortlist. Your instinct (informed by all this research) makes the final call.

Common Venue Mistakes

Mistake 1: Booking based on photos alone. Photos are taken at the best angle, in the best light, with professional staging. Always visit in person.

Mistake 2: Ignoring the F&B minimum. A venue might cost $2,000 to rent but require a $15,000 food and beverage minimum. The real cost is $17,000.

Mistake 3: Forgetting weather contingencies. Outdoor venues need indoor backup plans. “It probably won’t rain” is not a plan.

Mistake 4: Overlooking setup and teardown time. If you rent the space from 4pm-11pm but need 3 hours of setup, you actually need access from 1pm. That might cost extra.

Mistake 5: Not reading the cancellation clause. Events get postponed. Understanding the financial implications before signing prevents painful surprises.

Venue Budget Template

Ask AI to generate a detailed budget specific to your venue:

“Create a detailed venue cost breakdown for a [event type] at a [venue type] in [city]. Include the base rental, typical add-ons, service charges, gratuity, overtime fees, insurance, and a contingency buffer. Format as a budget worksheet.”

Typical venue cost breakdown:

Exercise

Pick a real or hypothetical event you’d like to plan. Use the prompts from this lesson to:

1. Define your non-negotiable and preferred venue requirements
2. Generate a comparison matrix template
3. Create a site visit checklist

Save these. You’ll build on them throughout the course.

Key Takeaways

• Define non-negotiable requirements before starting research to avoid wasted effort
• Use a comparison matrix to evaluate venues objectively across consistent criteria
• AI accelerates research but can’t replace in-person site visits
• Hidden costs (service charges, F&B minimums, overtime) can add 20-30% to quoted prices
• Always read the cancellation clause before signing

Up next: In the next lesson, we’ll dive into Budget Mastery and build a comprehensive event budget that accounts for every dollar.