Essential Event Amenities Every Venue Should Provide

A venue is so much more than just a place to gather your guests when you’re planning an event. The right choice helps generate interest in your projects and complement the ambiance you’re looking to create. An appropriate venue choice ensures your guests have access to everything they need to have an incredible time and walk away with a positive impression, as well.

In this handy guide, we’ll touch on some of the essential venue amenities to look for when evaluating your choices. We’ll also touch on a few valuable ways to enhance what a venue already has to offer. The key to great venue management is going above and beyond the basics, and we’ll show you how to do exactly that.

Why Venue Amenities Matter

Venue amenities can make both the planning and the execution of an event a lot easier and more streamlined. Here are some noteworthy examples of how:

• The right event venue amenities help ensure optimal accessibility and enhance the comfort of your guests.
• Well-considered amenities also help events run smoothly and leave attendees with a positive impression of their experience at that venue.
• Different events have different requirements, and seeking out the right collection of amenities guarantees you’ll have the resources you need to plan a successful experience.

Must-Have Event Amenities to Add to Your Checklist

While some venue amenities might simply be nice to have or are dependent on the type of event you’re planning, others play crucial roles in the success of any event. Let’s go over some of the must-haves that you don’t ever want to be without.  

Indoor and outdoor signage

Signage plays multiple roles in the ultimate success of an event. Outdoor signage helps attendees find the venue in the first place, as well as locate key features like parking and entrances. Meanwhile, indoor signage helps customize the look, mood, and tone of the event.

Offering custom signage space is a must-have because both types of signage can serve as valuable branding space for sponsors, performers, and other key entities involved in your event.

Adequate parking space

Parking is a frequent headache for venue managers and event attendees alike, making ample parking space one of the most important venue amenities to consider. Start by scoping out the current parking situation at each of your possible choices.

Look into nearby parking options as well. If a venue has limited parking, consider partnering with local parking lots and ensure clear signage is in place to direct attendees to the appropriate locations.

Fantastic acoustics

Most events revolve around presenters, speakers, entertainment, or music to at least some extent, so acoustics matter. Poor acoustics distorts sound quality, muffing it to the extent that guests strain to hear properly, or making it so loud it ruins the entire experience. 

Evaluate potential acoustics in a particular venue by examining the available space. High ceilings and big, wide-open spaces can create echoes. On the other hand, low ceilings and smaller, more intimate spaces can make the sound louder, so look for a happy medium between the two. If possible, test the acoustics before committing.

Convenient location

Location is a huge deal when it comes to smart event planning, as it can drastically affect how many people even show up. Some questions to ask yourself when evaluating the appropriateness of a location include:

• Is this location easy for my guests to get to?
• How difficult or easy is it to find this venue?
• Is the venue in a desirable location? Does it have enough of a “wow” factor?
• How close is this venue to public transport systems?

If your venue of choice is off the beaten trail, consider adding transport options to make it easier for guests to get to and from the event. Think shuttle systems, car services, etc.

Wi-Fi and connectivity

Reliable Wi-Fi with thorough coverage is no longer just an advantage when it comes to a specific venue choice. It’s an important part of meeting current expectations, so make sure there’s plenty of access.

Guests and attendees will want to check their email, post to their social media, and text their families. Event personnel, presenters, and performers may need strong Wi-Fi to handle their responsibilities, as well.

Accessibility features

No collection of event space amenities should be considered complete without widespread accessibility features. Event accessibility keeps you compliant with the Americans with Disabilities Act. It also enhances the experience for guests and helps everyone feel included.

Key features to look for are elevators and ramps. If the venue doesn't have built-in ramps, inquire about temporary ramps that can be put in place during the event.

Provide designated seating for differently abled guests. Be sure there's ample seating throughout, as some guests may need to sit more often.

Restroom facilities

If you’ve ever been to an event where the bathroom situation left a lot to be desired, then you already know how important restrooms are for a positive guest experience. Ensure there are plenty of restrooms available for all of your guests, staff, and attendees.

You’ll also want to cobble together a plan to keep them clean, accessible, and well-stocked with supplies throughout the event.

Charging stations

Like reliable Wi-Fi, easy access to a charging station is another inevitable guest expectation. Everyone present, from your guests to your on-site staff, will need to keep their phones and other devices powered up throughout the event.

Providing comfortable charging areas also encourages guests to share live updates and posts about the event. 

Ensure you’ll have enough of them and that they’re conveniently placed throughout your venue. Consider designating special back-of-the-house stations specifically for employee or presenter use.

On-site catering and refreshments

All your guests will expect to be able to eat and drink as needed or desired while at your event. Plus, quality matters when it comes to what you offer, so plan for quality on-site catering, a bar service, buffet tables, food kiosks, etc.

Be sure to ask companies offering catering or bartending services about minimum head counts you may need to meet to make certain service packages worthwhile.

Common Challenges for Venue Managers

Thorough venue management isn’t easy. It takes finesse and astute attention to detail to get everything just right. Here are some of the most common venue management challenges to be aware of as you move forward with your plans:

Balancing Customer Needs with Venue Capabilities

Offering a range of amenities, it allows a venue to accommodate various types of events, whether it’s a large conference, seminar, workshop, or concert. Event planners often struggle to find a space that meets all theirneeds. By providing flexible options and customizing the venue to their needs, you can secure more bookings.

Regulatory compliance

Maximizing safety while minimizing risk is key to planning a well-executed event. Stay informed on legal requirements, local ordinances, and safety regulations. For larger venues, this includes having a dedicated crowd control manager on-site. Follow all regulations carefully, implement safety measures, and establish a clear plan to keep the event running smoothly.

Communication with Event Planners

Effective communication is key to ensuring a well-organized event. Provide clear guidelines on what your venue offers, including floor plans, banner size restrictions, accessibility policies, food and beverage guidelines, room capacity, and parking options.

Event planning involves various logistics, such as coordinating delivery of food and decorations. These details should be agreed upon in advance to avoid confusion.

While email is useful for sharing documents and checklists, time-sensitive discussions are best handled over the phone or in person to prevent misunderstandings.

Elevating the Event Experience Together

In the world of event planning, venue managers and event planners are key players in creating memorable experiences for guests.

By focusing on essential amenities, venue managers can cater to the diverse needs of different events. Meanwhile, event planners can select venues that match their vision perfectly.

Communication and collaboration between both parties is essential. This teamwork not only simplifies the planning process but also helps ensure everything runs smoothly, leaving guests with positive memories long after the event is over.

Want to dive deeper into planning events that are safe, successful, and unforgettable? Check out our comprehensive guide for even more valuable event planning tips!