Selecting the right venue is one of the most important choices you’ll make when planning an event. It affects everything — the atmosphere, logistics, guest experience, and even your overall budget. The perfect venue not only looks good but also supports your technical needs, safety requirements, and event objectives.
Whether you’re planning a corporate gala, live concert, wedding reception, product launch, or outdoor festival, there’s more to choosing a venue than simply falling in love with the décor. From accessibility and acoustics to power supply and permits, every detail matters. Here’s how to approach the process with confidence.
Start with a Clear Vision
Before booking a single site visit or planning your run sheet, spend time defining what your event needs to achieve. Having a clear vision makes venue selection far easier and prevents costly mistakes later.
Ask yourself the following:
- What is the purpose of the event? A formal corporate dinner will have very different requirements to a relaxed family festival.
- Who will attend? Estimate guest numbers early to avoid overcrowding or empty space.
- What’s the preferred ambience? Consider whether your theme calls for something heritage, industrial, modern, or outdoors.
- What’s your budget range? Include not just the hire fee but also catering, staffing, permits, and AV setup.
- How should the space flow? Think about registration, seating, dining, performances, and mingling areas.
This event “blueprint” will help you judge venues on practical criteria rather than just aesthetics.
Location and Accessibility
Location can make or break an event. Even the most beautiful setting loses appeal if guests struggle to reach it.
When reviewing locations, consider:
- Transport links – Is the venue accessible by train, bus, or rideshare? Is there parking nearby?
- Accommodation – Are hotels or serviced apartments available for out-of-town guests?
- Traffic and safety – Check for road closures, one-way systems, or night-time access restrictions.
- Accessibility – Ensure there are ramps, lifts, and signage for attendees with disabilities.
- Local amenities – Are restaurants, shops, and attractions nearby for extended stays?
Pro tip: Do a test journey at the same time your event will take place. This helps you anticipate real-world travel times and parking availability.
Venue Capacity, Layout, and Flexibility
A venue must fit your numbers comfortably — not just on paper, but in how guests move and interact. Always request floor plans that show clear capacities for various layouts (banquet, theatre, cabaret, or standing).
Key considerations:
- Layout flexibility: Can the space be reconfigured for different activities?
- Ceiling height: Important for lighting rigs, AV screens, or stage backdrops.
- Flow: Is there space for registration desks, food service, or breakouts?
- Access: Check loading docks, lift sizes, and bump-in/out access for suppliers.
Choosing a flexible venue can save you money and stress later, especially if your event includes multiple segments such as performances, dining, and presentations.
Technical Requirements and Infrastructure
No matter how stunning a venue looks, it’s useless without the right technical setup. Power supply, lighting, and audio-visual capacity are among the most overlooked factors — yet they’re often the ones that make or break an event.
When assessing technical readiness, ask:
- How much power capacity is available (including three-phase)?
- Is there existing AV equipment such as microphones, projectors, or PA systems?
- What’s the lighting setup — fixed, dimmable, or fully customisable?
- Are there adequate Wi-Fi and network connections?
- Is there an in-house technical team to support your crew?
A quick technical inspection can prevent major setbacks later. Many corporate event spaces in Australia provide detailed specifications — use these to cross-compare before signing.
Amenities and Guest Comfort
Even small details influence how comfortable and enjoyable the experience will be for guests.
Check for:
- Catering options – Can you bring your own caterer, or must you use the venue’s?
- Back-of-house facilities – Are there green rooms, kitchens, or prep spaces?
- Climate control – Ensure heating and cooling are sufficient for the season.
- Toilets and accessibility – Are facilities modern, clean, and conveniently located?
- Acoustics – Some spaces, like high-ceilinged halls, may need sound dampening.
- Security and staffing – What staff are included? Are ushers, guards, or cleaners extra?
Cost Transparency and Hidden Fees
Venue pricing can be complex. Many venues advertise an appealing base rate, only for the final invoice to climb after hidden costs surface.
Here’s a quick breakdown of potential extras to watch for:
| Potential Charge | What to Ask About |
|---|---|
| Overtime or late fees | What happens if bump-out runs late? |
| Cleaning charges | Is post-event cleaning included? |
| Staffing | Are security or AV technicians mandatory? |
| Power usage | Is extra electricity billed separately? |
| Catering surcharge | Are external caterers permitted, and at what cost? |
| Waste removal | Is rubbish disposal covered or additional? |
| Bond or insurance | What’s refundable, and under what conditions? |
| Permits | Are you responsible for applying for liquor or noise licences? |
Always request a written itemised quote and ensure it lists inclusions, exclusions, and timing.
Timing and Availability
Venues in Australia can book out months in advance, particularly in peak seasons (spring and summer for weddings, and November–December for corporate events).
Plan ahead by:
- Booking at least 6–12 months in advance for large events.
- Checking load-in and bump-out windows — some venues have strict timing.
- Confirming blackout periods, such as public holidays or local festivals.
- Clarifying whether you’ll have exclusive use of the venue or if another event will run simultaneously.
Securing dates early also gives you leverage when negotiating pricing or package deals.
Legal, Safety, and Compliance Considerations
Every event must comply with local regulations, regardless of size or style. In Australia, councils and licensing authorities have clear requirements around safety and liability.
Make sure you check:
- Insurance – Public liability cover is often mandatory.
- Capacity limits – Never exceed council-approved numbers.
- Fire safety – Confirm exits, extinguishers, and evacuation plans.
- Liquor licensing – For alcohol service, ensure responsible service staff (RSA) are present.
- Noise restrictions – Outdoor or late-night events may need special permits.
- Risk assessments – Some councils require formal documentation for high-attendance events.
Compliance protects both organisers and guests, and venues that support this process are worth their weight in gold.
Outdoor Events and Contingency Plans
Australia’s weather can change quickly, so outdoor events require a solid Plan B. Rain, wind, or extreme heat can derail even the best-planned gathering.
Before confirming an outdoor venue, ask:
- Is there shelter or a marquee available on site?
- Can the event be relocated indoors if weather turns?
- Is there shade for daytime functions?
- Are power sources safe and waterproofed?
- Are pathways and flooring suitable for wet conditions?
Having a weather contingency doesn’t just protect the event; it also reassures guests and suppliers.
Examples of Popular Venue Types in Australia
Here are a few Australian venue styles and what they offer:
1. Historic Theatres and Halls
Beautiful architecture, rich character, and a sense of prestige. Venues such as the Forum Theatre in Melbourne are perfect for seated concerts or launches. However, access and rigging may be limited.
2. Music and Performance Venues
Spaces like The Tivoli in Brisbane are designed for acoustics and atmosphere. They’re ideal for live performances but can have tight schedules due to high demand.
3. Art Galleries and Museums
Visually striking and sophisticated, galleries provide unique backdrops for receptions and launches. Just be mindful of artwork restrictions and limited lighting control.
4. Outdoor Gardens and Lawns
Perfect for weddings, festivals, or relaxed networking events. You’ll need to plan for power, amenities, and weather protection.
5. Conference Centres and Function Rooms
Purpose-built for convenience, these venues usually include AV systems, catering, and furniture hire. They’re reliable but may lack character compared to boutique spaces.
Steps for Choosing and Securing a Venue
Choosing a venue becomes manageable when you break it into clear steps:
- Create a shortlist – Identify 3–5 venues that match your brief, style, and capacity.
- Request information – Ask for floor plans, technical specs, and sample pricing.
- Schedule site visits – Attend with your AV or event planner to check sight lines, power points, and logistics.
- Compare inclusions – Make a side-by-side comparison of what’s included in each quote.
- Negotiate and confirm – Ask about discounts, off-peak rates, or added extras like extended hours.
- Get a contract – Ensure all terms, cancellation clauses, and costs are documented.
- Plan communication – Stay in contact with the venue coordinator and confirm timelines.
- Do a rehearsal – Test equipment, run timings, and review guest movement before event day.
Common Mistakes to Avoid
Even experienced organisers can stumble when choosing a venue. Avoid these common errors:
- Booking based on appearance without checking technical specs.
- Ignoring accessibility or parking for guests.
- Forgetting to factor in bump-in/out time and associated costs.
- Failing to read the fine print in contracts.
- Overlooking insurance and licensing responsibilities.
- Leaving bookings too late, especially during event season.
Learning from others’ experiences can save time, money, and stress.
Quick Comparison: Venue Types at a Glance
| Venue Type | Best For | Challenges |
|---|---|---|
| Theatre / Hall | Stage shows, awards nights | Limited flexibility |
| Gallery / Museum | Stylish receptions | Noise and lighting restrictions |
| Outdoor Space | Weddings, festivals | Weather risks |
| Function Room | Corporate events | May feel impersonal |
| Stadium / Arena | Major concerts | High logistics and cost |
Final Thoughts
The right venue will not only elevate your event but also simplify logistics and enhance the guest experience. The best choice strikes a balance between practicality, ambience, and budget.
Before you sign, ask yourself:
- Does this venue reflect the event’s purpose?
- Are all costs transparent and documented?
- Will guests find it easy to access and enjoy?
- Do I have contingency plans in place?
If you can confidently tick each box, you’re well on your way to hosting an event that leaves a lasting impression. Need help selecting or managing your event venue? The team at OnStage can assist with venue sourcing, entertainment booking, and full event production support. Contact us today to start planning your next unforgettable event.
