How to choose a venue for an event: a 12-point checklist

The venue is the decision that shapes an event the most: it sets the capacity, the atmosphere, the logistics, a large part of the budget and even what guests will remember. It is also the decision most often rushed, because people choose based on a nice photo or the first place with a free date.

This checklist helps you compare venues with clear criteria, whether it is a company dinner, a product launch, a gala or a private celebration. For each point you have the questions worth asking before you sign.

The essentials in 30 seconds

• Start with the event, not the venue: goal, number of guests, format and timing.
• Ask for capacity by layout, not the maximum capacity: a cocktail fits more people than a seated dinner.
• Check what is included: catering, technical kit, staff, furniture and set-up hours.
• Visit it at the same time of day as the event, and with the person who will coordinate on the day.
• Ask for an itemised quote and the deposit and cancellation terms in writing.

The 12-point checklist

1. Goal and type of event

Is it a company dinner, a product launch, a convention, a gala or a party? The goal decides whether you need a stage, an open-plan room, areas to talk or a dance floor.

2. Real capacity by layout

A venue's maximum capacity means little unless you know for which layout. Always ask for capacity in theatre, classroom, banquet and cocktail style, and leave a margin: a venue at 100% feels cramped.

3. Location and access

Is it well served by public transport? Is there parking nearby? Is it easy to arrive by taxi and get home late at night? If guests come from elsewhere, is it close to hotels?

4. Settings and flow

An event usually has several moments: welcome, main act, lunch or dinner and a finish. A venue with several settings lets you move from one to the next without travel and keeps the pace up.

5. Technical and audiovisual equipment

Screens, sound, microphones, lighting, stage, wifi and streaming. Ask what is included, what is charged separately and whether the venue's own technicians stay for the whole event.

6. Catering and drinks

Does the venue have in-house catering or work with outside suppliers? Can the menu be adapted to allergies, intolerances and diets? How are drinks and open bar charged?

7. Exclusivity

Will the venue be just for your event or shared with other clients? Exclusivity changes privacy, noise and image.

8. Set-up, event and closing times

How many hours does the booking include? From what time can you set up? Until what time can the event run, and what does it cost to extend?

9. Plan B

If there is a terrace or outdoor area, what happens if it rains, is windy or very hot? A good venue has an indoor alternative at no extra cost.

10. Customisation and branding

Can you decorate, add brand displays, change the lighting or the furniture? Are there restrictions on outside suppliers?

11. Team and coordination

Will there be a single contact person from the visit to the end? Who coordinates waiters, technicians and security on the day?

12. Budget and terms

Ask for an itemised quote including VAT: venue hire, catering, technical kit, staff, extras and additional hours. And in writing: deposit, payment deadlines, final guest numbers date and cancellation policy.

Capacity by layout

As a rough guide, these are the most common layouts and the approximate space each person needs:

• Cocktail or standing: around 1 m² per person. The layout that fits the most people.
• Theatre: rows of chairs facing the stage, slightly under 1 m² per person.
• Classroom: tables and chairs in rows, for training; 1.5 to 2 m² per person.
• Banquet: round tables for lunch or dinner; 1.5 to 2 m² per person.
• Boardroom: one long table, for meetings and dinners for small groups.

These figures are only a guide: real capacity depends on the stage, the bar, walkways and each venue's regulations.

What to check on the visit

• Go at the time of the event: light, noise and atmosphere change a lot between morning and night.
• Walk the guest journey: arrival, cloakroom, toilets, access for people with reduced mobility.
• See the technical kit working: screens, sound and microphones, not just in the brochure.
• Ask about similar events held there and request photos or references.
• Meet the person who will coordinate on the day. They matter as much as the venue.

Common mistakes when choosing a venue

• Choosing on looks alone. A beautiful place with poor acoustics or no technical kit complicates the event.
• Trusting the maximum capacity without asking about the layout.
• Having no plan B for the terrace.
• Not asking about closing time or the cost of extending.
• Comparing quotes that do not include the same things.
• Signing without visiting the venue.

Choosing a venue at Palau Alameda

Palau Alameda brings together three spaces in a single building on Paseo de la Alameda, in the centre of Valencia, which work separately or combined, with 2,700 m² in total:

• Àtic: a panoramic restaurant with a terrace, up to 250 people for a banquet and 550 for a cocktail. For dinners, cocktails and presentations.
• La Gran Sala: a large-format hall with a stage and audiovisual equipment, up to 800 people. For galas, conventions and private concerts.
• Azza: a private club, up to 500 people. For parties, brand celebrations and night events.

It includes in-house catering, sound, lighting and audiovisual equipment, staff and a single contact from the visit to the end. The process starts with a personalised visit and a tailored proposal within 24 hours.

You will find all the details on our private events page. For specific ideas, see our guides to Christmas company dinners and team building in Valencia.

Frequently asked questions

What should you consider when choosing an event venue?

The goal of the event, capacity by layout, location and access, available settings, technical kit, catering, exclusivity, timings, plan B, customisation, the coordination team and an itemised budget.

How much space do you need per person at an event?

As a guide, around 1 m² per person for a cocktail, slightly less for theatre style and 1.5 to 2 m² for banquet or classroom. Real capacity depends on the stage, the bar and walkways.

How far ahead should you book a venue?

For large events or busy dates such as December or spring, three to six months. For small events, one or two months is usually enough.

What should you ask on a site visit?

Capacity by layout, which technical kit and staff are included, set-up and closing times, plan B if there is an outdoor area, accessibility, who will coordinate on the day and the deposit and cancellation terms.

Is it better to choose a venue with in-house catering?

It simplifies logistics because one team is responsible for food, service and timings. If you prefer outside catering, check that the venue allows it and on what terms.

What does a "turnkey" venue mean?

That the venue itself takes care of everything: catering, technical kit, staff, music and coordination, with a single contact. At Palau Alameda this is how it works at Àtic, La Gran Sala and Azza, from the visit to the take-down.