Are you looking for an event venue in Tucson? If so, read this guide before booking anything.
Whether it’s a personal event or a professional one, hosting an unforgettable event takes a ton of planning.
But even the most meticulously planned event can fall flat if the setting isn’t right.
Below, we’ll explain how to pick the perfect venue in seven simple steps and share some ideas for outside-the-box venue options you can consider.
Step 1: Get Clear on the Type of Event You’re hosting
Celebrations, educational seminars, and sales meetings all have different requirements.
Are you throwing a fun one-time bash, starting a new club or community organization, or building excitement for a product launch?
Depending on the event, you may want to go for a place that’s comfortable and familiar (bringing together a new group of people) or engaging and unique (to liven up a recurring event).
Step 2: Determine Your Event Budget
Setting a budget is a significant deciding factor in which event venues you will choose.
Start with a selection of venues that fit in your overall budget since it will be one of the main expenses.
Then, think about what’s included in the event.
Will guests pay for tickets, or is this an invite-only customer event with no fee? Costs like food and entertainment should be listed as well.
Step 3: Consider the Ideal Venue Location for Your Event
For Tucson event planning, parking, traffic, and access to nearby hubs should also be determined before choosing a venue.
On-site parking, proximity to public transit, and easy access to the rest of the city are all factors to look for.
Will you have guests coming from the airport or a major route?
These are all key factors for choosing an event spot. A location that’s difficult to get to could mean poor attendance due to bad weather or heavy traffic.
Step 4: Look for a Space That Meets Your Capacity, Accessibility, and Layout Needs
This step is also very dependent on your budget. For a free or low-cost event, you might want to choose a smaller-capacity venue to keep costs down.
Some meeting spaces offer flexible options that can suit a variety of events, like workshops.
For example, Tucson Creator Collective hosted its fall Monthly Creator Meeting at The Post Workspaces. The networking event started with a speaker session and then switched to breakout rooms for more in-depth discussions.
Plan the number of guests who will attend and if they’ll be sitting, standing, or in a workshop format.
Will you need a divided space for breakout groups? Consider these questions and if the configuration will change during the event.
Once you’ve got these considerations mapped out, you can start researching venues.
Create a shortlist to find out their total capacity and also accessibility options like wheelchair access for parking or restrooms.
Then, move on to step five.
Step 5: Check for Amenities and Services
Look for your must-have amenities, such as chairs and tables, tech support, catering options, and kitchen or restroom facilities.
Make sure you know who to call for hiccups during the event and if there’ll be a staff member on-site to help run the event or just for backup. For example,e the Community Management team at The Post helps members with on-site support before and after events.
You can also discuss seating arrangements, audio-visual equipment, and access hours with the event team. Include set up and tear down time in your planning for the event, and ask if there’s space for a coat check.
Imagine the ideal guest experience, and don’t forget the little details. If you’re serving snacks at an open-format event, include casual seating or stand-up tables to place drinks and food on.
Step 6: Evaluate Ambiance and Decor
The event venue’s style and structure should complement the theme of the event. A networking event requires space for guests to move and mingle, while a photoshoot for a brand needs natural light and stylish backdrops. Above all, you want a clean and professional environment.
The look and feel of the venue play a crucial role in setting the tone and leaving a lasting impression. The right venue creates an engaging memory for your guests, and clean, contemporary aesthetics allow your visual cues and decor choices to stand out.
If you’re aiming for professional elegance or creative energy, an adaptable space contributes to a polished, professional event while allowing you to focus on your speakers and guests.
Step 7: Compare Cost and Flexibility
Cost has a big impact on choosing a venue. But how much you pay to use the venue is only one part of that.
You can also think about when you’ll have to pay and any terms and conditions on payment. Is there a minimum booking time that means you’ll end up paying for hours you don’t use?
For in-demand venues, you might be required to put down a large deposit or reserve the space long before people are invited.
Non-traditional venues like commercial spaces or coworking spaces can be more flexible in their booking and cancellation policies.
If you’re planning a ticketed event, you might want more flexibility and an open cancellation policy. That gives you more options to cancel the event, postpone it, or book more space depending on how many tickets are sold.
Beyond Typical Options: Non-Traditional Event Venues in Tucson
Tucson has several traditional options for holding social events, including restaurants, resorts, casinos, outdoor spots, and the Tucson Convention Center. Hotels also offer meeting rooms, but they can feel stuffy and dated, with lots of mandatory add-ins as well. With traditional event venues in Tucson, you’re also competing with social events and parties to book a certain time and date.
However, there are other event venues in Tucson that might be better suited to a business event or seminar. Flexible, open-format spaces can be a better choice than traditional venues, with less noise, more room for mingling, and presentation equipment on-site and ready to go.
The Benefits of Coworking Spaces for Events
Coworking spaces are designed for productivity and learning, with the flexibility to offer spaces for connection and collaboration. They can offer additional benefits too:
- Flexible spaces that can be customized for a class, lecture, or collaborative brainstorming session.
- Networking opportunities with other member businesses and access to business events
- Modern facilities with the latest tech equipment
- Short-term commitment
- Cost-effectiveness
The Post Workspaces is an example of a versatile, professional venue that is flexible to your needs. The popular Flex Space is a 750-square-foot, modern, industrial-designed, and fully furnished area specifically created to increase your creativity and motivation.
It features a private and secured entrance from the parking lot or main entrance, and for workshop sessions, smaller meeting rooms are also available.
Non-traditional spaces might also be a good choice for you if you have a unique business model or consulting business. Part-time office space can be great for contractors or professionals offering office hours.
Are you thinking of planning an event? It’s easier than you think, and we can help! Visit us for a tour and see all our event space options. Book a tour at The Post today.