Find Your Dream Venue in Perth: 13 Factors to Consider

Planning an event is exciting. But it also comes with its challenges. One of the most important decisions you’ll make is selecting the right venue. Whether it’s a wedding, a birthday celebration, a corporate meeting, or a small family gathering. The venue sets the stage for the experience you want to create.

From guest list to catering menu considerations. Finding the perfect location involves balancing several factors. This guide walks you through all the essential factors to consider when choosing your perfect event venue.

Following are the 13 Tips for Choosing the Right Venue

1. The Guest List

Every successful event begins with a clear understanding of who’s attending. Always know your guest count before you even start googling event venues for hire in Perth. A space that’s too small feels cramped. While an oversized venue can seem impersonal. Your guest list will directly impact your choice of venue. So, it’s a key first step.

Venues often have maximum and minimum guest limits. Overcrowding can make the event feel cramped. While a space that’s too large might feel empty and disconnected.

• How many people are attending?
  Knowing your numbers will help you narrow down venues that can accommodate your group. Some venues have strict limits on guest capacity, while others require a minimum number of attendees.
• Who are your guests?
  Consider the demographics of your attendees. If you’re hosting a family event with older relatives. Make sure the venue is easily accessible. For younger, energetic crowds, you want a space with room for activities or dancing.

Knowing your guest list helps you create the best event and function venues that everyone can enjoy without logistical hiccups.

2. Budget Planning

Event planning can quickly become expensive, and the venue is often one of the biggest expenses. Setting a clear budget from the start ensures you can allocate resources effectively without overspending.

A) Venue Rental Fees:

Know what you can spend upfront to avoid falling in love with places outside your range. Understand the base rental fee and what it includes. Some venues offer packages with built-in amenities, while others may charge separately for each service.

B) Hidden Costs & Additional Fees:

Look beyond the basic rental fee. Pay attention to hidden costs such as parking, security, or overtime charges. For example, some venues require you to use their catering service. Which limits your options or increases your costs.

These extras can add up:

• Catering: Will the venue allow external caterers, or do they require in-house options?
• Decorations: Do you need to rent items like tables, chairs, and linens?
• AV equipment: Are projectors, microphones, and speakers included?
• Parking fees: Will your guests have to pay for parking?

Budgeting Tip: Create a spreadsheet to compare the best event venues for hire in Perth. Include hidden costs like service charges or overtime fees.

Spending smartly on the venue and sticking to your budget ensures you have room to spend on other essentials. Like entertainment, photography, and party favours.

3. Match the Venue to Your Event Type

Every event has a theme or vibe, whether it’s formal and elegant, casual and fun, or somewhere in between. The venue you select should complement this atmosphere. Different events call for different types of venues. Here’s how to align your choice with your event’s purpose:

• Corporate Events: Look for venues that offer professional amenities like projectors, breakout rooms, and ample seating. Spaces designed for business events make it easier to host productive and engaging meetings.
• Intimate Dinners: For smaller, more personal gatherings, private dining rooms with a warm and welcoming ambience create the perfect setting. These venues are great for family dinners or quiet celebrations.
• Parties and Celebrations: If you’re planning a lively celebration. Consider larger private function places with features like dance floors or outdoor areas. These spaces allow for movement, entertainment, and creating memories.

Pro Tip: Write down three words that describe the atmosphere you’re aiming for. Whether it’s formal, relaxed, or modern. This will guide your venue search and help you choose the best event venues for hire in Perth.

4. Venue Location & Accessibility

Location is everything. Choosing an event venue with a convenient location makes it easier for your guests to attend and enjoy the event. Think about your guests and how easily they can reach the venue. A central location accessible to most of your attendees is ideal.

• Is it centrally located?
• Does it have ample parking?

Venues near airports, hotels, or public transport hubs are particularly helpful for events with visitors coming from far away. Especially if guests are travelling from out of town.

Accessibility is another key consideration. Ensure the venue has ramps, elevators, and restrooms designed for guests with mobility challenges. This small but key detail can make a big difference in making everyone feel welcome and cared for.

Here’s a Quick Checklist:

5. Venue Size & Capacity

A space that’s too small can make your guests feel uncomfortable, while one that’s too large can make the event feel empty and less lively. It’s important to balance the space based on the number of people attending, ensuring everyone feels comfortable and has enough room to move around.

Many private function places offer flexible setups. But confirming capacity upfront saves you from last-minute headaches. Consider both seating and standing capacities when choosing an event venue.

For example, a cocktail-style event, where guests stand and mingle, can accommodate more people than a formal, seated dinner. If you’re planning a dinner event, make sure the space has enough seating for all guests. But also, room to move around comfortably.

In short, the right space will ensure everyone feels at ease.

6. Atmosphere and Ambiance

The atmosphere and ambience of your venue are just as important as the space itself. A venue that matches the theme and tone of your event creates the right mood and enhances the overall experience for your guests. Whether you’re planning a formal gathering or a casual celebration, the venue’s vibe plays a key role in setting the tone.

The venue’s ambience should complement your event, not conflict with it. You don’t want to walk into a space that feels all wrong, such as one that’s too formal for a laid-back party or too casual for an important corporate dinner. The decor, lighting, and general atmosphere should enhance your celebration without feeling out of place.

When visiting a venue, pay close attention to details like:

What to Look For:

• Lighting: Is it adjustable for different parts of your event?
• Acoustics: Will guests struggle to hear speeches or performances?
• Pre-existing decor: Does it fit your theme, or will you need to spend extra on decorations?

Pro Tip: Try to visit the venue during the same time of day your event will take place. This will help you see how the natural lighting works in the space and how it contributes to the venue’s overall vibe.

7. Space and Layout

The way your event flows depends heavily on the space and layout of the venue. Start by envisioning the key activities of your event. For instance, will there be a cocktail hour, a sit-down dinner, or dancing? Each activity will need its own designated space to keep the event organized and enjoyable.

A good layout also ensures smooth movement for your guests. Crowded or poorly organized spaces can lead to discomfort and confusion. Look for venues that allow for flexibility, whether it’s rearranging furniture, setting up a stage, or adjusting lighting to suit your vision.

• Event activities: Will there be a cocktail hour, sit-down meal, or dance floor? Make sure there’s adequate space for each part of your event.
• Flow: The layout should allow guests to move easily between areas without feeling cramped.
• Customisation: Check if you can rearrange furniture, bring your own decorations, or adjust lighting to suit your theme.

A flexible venue can adapt to your needs, ensuring your event runs smoothly.

8. Amenities and Services

The little details make a big difference. Does the venue provide AV equipment, Wi-Fi, or staff to assist with setup? Check if they have tables, chairs, and decor options to align with your theme.

Different venues come with different levels of support. Some offer full packages with everything from tables and chairs to on-site staff and catering. Others may require you to arrange these details yourself. Knowing what’s included can save you time and effort.

For example, a venue with a kitchen can simplify catering logistics, while one with AV equipment makes it easier to handle speeches or presentations. If the venue provides cleaning services, it’s one less thing for you to worry about after the event. These amenities add convenience and help streamline your planning.

What amenities does the venue offer?

• Do they have a kitchen? A bar? A dance floor?
• Do they provide tables, chairs, and linens?
• Do they have in-house AV equipment?

9. Availability and Booking Terms

Perth offers a variety of best event and function venues, from chic to charming. Popular venues get booked months in advance, especially during peak seasons. Confirm the date availability and booking terms as soon as possible.

If your event date isn’t set in stone. You can find better deals. Many venues offer discounts for weekday or off-season bookings.

What to Ask:

• Are there discounts for non-peak days?
• Can the venue accommodate a last-minute date change?

10. Catering Options

Catering and the venue go hand in hand, as food is a central part of any event. When choosing a venue, it’s important to consider how well it supports catering services to ensure your guests have an enjoyable and memorable dining experience. The venue should not only meet your needs but also make it easy to serve the kind of food you want for your celebration.

Here are a few key factors to consider when it comes to catering at your chosen venue:

• Dietary Restrictions: Can the venue accommodate special dietary needs? Whether it’s vegetarian, vegan, gluten-free, or food allergies.
• In-House Catering: Does the venue offer in-house catering, or do you need to hire an external service?
• Kitchen Facilities for External Caterers: If you plan to bring in your own caterer. Does the venue have the kitchen facilities necessary for food preparation?
• Meal Options: Does the venue support different meal styles, such as buffet setups or plated meals?

Pro Tip: Guests always remember the food. Whether it’s a wedding, corporate function, or birthday party. The quality of the food can make a huge impact on their experience.

Let Ma Mooneys cater your next event in Perth with delicious food that will leave a lasting impression. The catering service offers customized menus featuring freshly cooked, flavourful Irish dishes, perfect for any occasion. From hearty mains to delightful desserts, Ma Mooney’s brings the best of Irish cuisine to your special day.

Contact Ma Mooneys today to plan your menu and ensure your guests enjoy an unforgettable dining experience!

11. Contract and Cancellation Policies

Before committing to a venue, it’s essential to carefully read and understand the contract, as this will safeguard you from any unexpected situations. Make sure you are fully aware of all the terms and conditions outlined in the agreement, especially:

• Payment Terms: Understand when payments are due. Whether there’s a deposit required upfront and what forms of payment are accepted.
• Cancellation Fees: Confirm the penalties for cancelling or rescheduling your event. This is especially important if unforeseen circumstances might arise.
• Refund Policies: Know what happens if the event gets cancelled or postponed. Will you be able to receive a refund? Or is there a possibility to reschedule without losing your deposit?
• What’s Included in the Rental Fee: Some venues may include essential services like tables, chairs, or basic AV equipment in the fee. While others may charge extra. It’s important to know exactly what’s covered to avoid surprises later on.

Pro Tip: Always ask for a detailed list of what’s included to avoid surprises.

12. Personal Touches and Customisation

The best event venues for hire in Perth not only provide a space for your event. But also offer the opportunity to truly make it your own. Adding personal touches and customising the venue to style and the theme of your occasion can lift the experience for both you and your guests.

A personalized menu adds a special touch, catering to specific tastes or dietary needs. Flexibility with decor allows you to style the venue to match your theme. Whether it’s a romantic, rustic, or modern look. Entertainment options can also be personalised to your event. From live music to a DJ or interactive activities.

Moreover, venues that offer layout flexibility help the event flow smoothly. Whether it’s for a cocktail hour or dinner. Personalising these elements ensures your event feels unique and unforgettable.

13. Visit the Venue & See It for Yourself

No matter how good a venue looks online, visiting it in person is essential. Photos can be deceiving, and seeing the space firsthand lets you get a true sense of its size, layout, and condition.

During your visit, pay attention to the finer details. Is the space clean and well-maintained? Are there any features that could pose a challenge, such as steep stairs or limited parking? Take notes and photos to help you compare venues later.

During Your Visit:

• Take notes: Write down your impressions and any important details.
• Ask questions: Don’t hesitate to clarify policies on catering, decorations, or rental hours.
• Capture the space: Take photos or videos for reference when making your decision.

A site visit allows you to envision your event in the space and spot any potential issues.

Delicious Irish Catering for Your Event, Courtesy of Ma Mooneys

Planning a special event or function in Perth? Ma Mooneys brings the best of Irish cuisine to you. Whether it’s a private party, business function, or special celebration. We deliver the best of Irish cuisine right to your doorstep.

Let us handle the food while you focus on the fun. Contact us now to plan your perfect event.

See Our Catering Menu